RMW RESTAURANT MANAGEMENT for WINDOWS. RMW MANAGEMENT MANUAL Version

Transcription

1 RMW RESTAURANT MANAGEMENT for WINDOWS RMW MANAGEMENT MANUAL Version

2 TABLE OF CONTENTS CONVENTIONS USED IN THIS MANUAL...5 INTRODUCTION...6 SETTING UP FOR FIRST TIME USE...6 HOUSEKEEPING MENU...7 PARAMETERS...8 Order Parameter Order Parameter Delivery Parameter Kitchen Order Parameter Receipt Parameter Report Parameter Closing Parameter System Parameter Time Clock Parameter SECURITY SETTING ORDER ENTRY INTERFACE SETTING SYSTEM INTEGRATION CCA AR/GL Map/MFW/PD/IOC/CKO/IC FD/HFD GC/Asia Miles COMPANY INFORMATION TENDER TYPE DISCOUNT TYPE EXPENSE TYPE QUICK CASH SHIFT TAX DEFINITION WORKSTATION CODE PRINT QUEUE Printer Redundancy & Print Server Setup GL CHART OF ACCOUNT PRINT GL ACCOUNT SETUP EXPORT TRANSACTION SUMMARY BACKUP DATABASE PURGE LOG PURGE WORK HOURS PURGE HISTORY ARCHIVE HISTORY RESTORE HISTORY TOGGLE LANGUAGE EMPLOYEE MENU USER GROUP DEPARTMENT EMPLOYEE (0-5) / (0-9) Replacing employee swipe cards Defining employee pay rate Using Fingerprint module ii Table of Content

3 EMPLOYEE LIST UPDATE RETROACTIVE WAGES SCHEDULING MENU DEFINE SCHEDULE SCHEDULE BY DEPARTMENT EMPLOYEE SCHEDULE MODIFY WORK HOURS BY EMPLOYEE MODIFY WORK HOURS BY DAY WEEKLY SCHEDULE SCHEDULE REPORT PUNCTUALITY REPORT MODIFIED WORK HOURS REPORT EXPORT WORK HOURS CUSTOMER MENU CUSTOMER TYPE MAINTAIN DELIVERY CUSTOMER MODIFY CUSTOMER BY BATCH PRINT CUSTOMER LIST PRINT CUSTOMER SPENDING REPORT CUSTOMER CREDIT LIST INVENTORY MENU RECEIVE/ADJUST INVENTORY ENTER INVENTORY COUNT ENTER/MODIFY VENDOR INVENTORY REPORT INVENTORY AUDIT REPORT INVENTORY TRACKING REPORT REPORT MENU SALES SUMMARY REPORT ITEM SALES REPORT FUTURE ORDER REPORT BY ITEM MARGIN REPORT SALES REPORT BY SECTION SALES REPORT BY REVENUE CENTER SALES REPORT BY EMPLOYEE HOURLY/DAILY SALES REPORT CASHIER/SERVER CLOSE REPORT DAILY TENDER/DISCOUNT/EXPENSE CATEGORY SALES REPORT BY DAY SALES REPORT BY DAY TENDER REPORT BY DAY DISCOUNT REPORT BY DAY EXPENSE REPORT BY DAY BILL AUDIT LIST ADJUSTMENT LIST TAX EXEMPTION REPORT SALES AUDIT REPORT TRANSFER AUDIT REPORT FUNCTION ACCESS LOG PRICE CHANGE LOG OPEN DRAWER LOG TENDER REPORT Table of Content iii

4 DISCOUNT REPORT EXPENSE REPORT SHIFT STATISTIC REPORT BY DAY CUSTOMER TYPE STATISTIC REPORT TENDER STATISTIC REPORT SERVER CONTEST REPORT GUEST STATISTIC REPORT SALES SUMMARY BY CUSTOMER TYPE REPORT ITEM SALES BY CUSTOMER TYPE REPORT GROSS PROFIT REPORT COMPARISON REPORT DISCOUNT SALES REPORT AR SALES REPORT CCA REPORT AIR MILES REPORT MODIFIER REPORT DEPOSIT REPORT GRATUITY REPORT GRATUITY DECLARATION REPORT DRIVER REPORT RESERVATION LIST WORKHOURS REPORT LABOR COST REPORT INVENTORY REPORT INVENTORY AUDIT REPORT INVENTORY TRACKING REPORT EMPLOYEE SCHEDULE REPORT ITEM LIST MODIFIER GROUP LIST TABLE MENU TABLE INSTRUCTION TIP POOL REASON CODE DAILY MESSAGE HOLIDAY EVENT PROVINCE CITY MAP CODE Map Code Details FILE MENU PRINT SETUP EXIT INDEX iv Table of Content

5 Conventions Used in this Manual The following conventions are used throughout this manual: Click Press once on the left button of your mouse. Or touch the screen once if you are using a touch screen monitor. Enabled/Disabled A function is Enabled if the box next to it is checked, and Disabled if the box next to it is unchecked NOTE: The description of the field or parameter in this manual describes when the field is selected or the function is enabled. A list of buttons and their functions used throughout the program: Delete the highlighted selection Clear the Form without saving data, or Exit the Form when it is blank Bring up a Search List related to the subject beside it Pull down selection menu or pop up calendar Confirm the function / modification Cancel the function / modification Bring up the information of the highlighted selection for editing Save the new entry / modification Exit the current screen Buttons will be represented with [ ] throughout this manual. E.g. the Save button will be denoted as [Save]. Conventions Used in this Manual 5

6 Introduction RMW Restaurant Management System PROFITEK Restaurant Management System consists of three major components. The front of house portion is called Order Entry in which day to day operations are run. The back of house part of the system is called Back Office which is for system maintenance, configuration and reporting. The last but not least component is the RMPrintServer. The Print Server is an independently run software that runs in the background at all times. It can be run from any station on the network and is responsible for dispatching orders to the proper order printers and handles backup printing when certain printers failed. Setting up for first time use To login to a new PROFITEK Restaurant Management system for the first time, your default USER ID is 1 and PASSWORD is also 1. 6 Introduction

7 Housekeeping Menu This chapter discusses the Housekeeping menu in detail. Housekeeping Menu 7

8 Parameters The Parameters menu option is the control panel of the PROFITEK Restaurant Management system. These parameters are divided into different tab pages based on their functionality. Note: the Time Clock Parameter tab is not available to PROFITEK Lite versions. Order Parameter Discount on Special Item Allow further discounts on Special Items. Items included in Special item by event are non-discountable by default unless this is checked. 2. Discount on Discounted Item Allow bill discounts on items with item discounts. 3. Allow promo Non-discountable Item Allow promo/comp items that are marked non-discountable. 4. Allow Repeat Modifier Allow attaching the same modifier to an item more than once. See sample screen to the right. If this is disabled, if the Add Vinegar modifier is already applied to item, apply the same modifier again removes the modifier from the item. 8 Housekeeping Menu

9 5. Auto Skip to Next Modifier Group This feature is used mostly with forced modifiers. Certain modifier groups are configured with a max number of choices e.g. Meat Temperature which normally should only allow one choice among Rare, Medium Rare, Medium, and Well done. When a choice is selected, the next group of forced modifier will be automatically brought up. If there are no further forced modifier groups, the modifier screen closes automatically. If this parameter is disabled, users have to manually navigate to other desired modifier groups even after forced modifiers are chosen. 6. Prompt For Qty After Enter Item # Order Entry allows users to ring in an order by entering the item s number (PLU#). Item numbers can be entered using a regular computer keyboard or an on-screen keyboard. By default, when an item number is entered, just like touching an item on the menu screen, one piece of the desired item is ordered. When this parameter is enabled, users will be prompted for an order quantity after an item number is entered. 7. Create Combo Automatically Automatically create combo when the items ordered on a bill qualify a combo. For example: If you have a combo which includes 3 components: Soup of the day, Cheese burger, and a medium drink. If a server orders these 3 items separately on a bill, Order Entry automatically turn them into the combo item when this parameter is enabled. NOTE: For this feature to work, all components have to be ordered in the same round. The sequence which the component are rung in does NOT matter. 8. Allow Combine Multiple Bills When using the Combine bill feature, only one bill is allowed to be combined by default. If you wish to allow multiple bills to be combined at the same time, enable this parameter. 9. Warning On Out Of Stock Pop up warning message when the item being ordered is out of stock. This only applies to items with Track Inventory parameter enabled 10. Show # of Guest On Table Icon Display the number of guests on the table icon. This number will be preceded by the letter G and displayed above the table number. 11. Bill Access Time (Minutes) When a table is open beyond this specified duration of time (in minutes), its icon will be changed to a stop watch. Primarily designed for All-you-can-eat restaurants which normally give their guests a specific time limit to finish their meals, this parameter, when used with security setting AccessTxnAfterDefineTime, allows you to block servers out of tables which are left open exceeding this limit unless with a manager override. If you do not wish to use this parameter, leave value at zero. 12. Display Change Screen for (Seconds) A Change Form will be displayed whenever a bill is closed showing you the change or tip amount. This parameter determines the duration (in seconds) the Change Form will stay on the screen before it closes itself. Setting this value to zero causes the Change Form to stay on the screen indefinitely until you press the [Close] button. Housekeeping Menu 9

10 13. Default Menu You can define multiple menu layouts in Order Entry. When a bill is opened, the default menu is displayed unless the section you are in is affixed to a specific menu manually or by event. Select default menu from drop-down list. 14. Max # of Discount Enter the maximum number of discount types that can be applied to each bill. 15. Warning on Gratuity > Define a maximum allowable gratuity (tip) rate. If the tip for a bill exceeds this specified rate, a warning message will be displayed. When this parameter is used together with security setting Override maximum gratuity rate, manager override is needed to close the bill. This option is useful in avoiding accidental input of final payment amount or to prevent frauds. 16. Auto Call # Range Define a range of numbers here for use as Call Numbers. This feature is designed for fast food (Rapid Entry mode). Call numbers are printed on receipts. When an order is ready, this number is called out to notify customer pickup. When the section parameter is set to Auto, Order Entry will generate Call Numbers using the range defined here. For example, if you define a range of 100 to 200. When your call number reaches 200, the next order will assume call number Tax On House Service Charge You can choose which tax(es) to apply on house service charge. 18. Suggested Server Service Charge (SSC) This will be the default rate when you apply the SSC on a bill. You can also set a different SSC rate in each section (Order Entry Floor Plan Edit Section Parameters), which will override this default rate. After Tax Enabling this will cause SSC to be calculated after taxes have been applied. 19. Rounding Unit Select the unit for rounding. Default is If you don t want to deal with pennies, you could set this to 0.05 or Round Up/ Round to Nearest / Round Down Default is Round up. 20. Special Price Time This parameter is related to Special Item by Event and determines whether events should be applied based on bill Open Time or Current Time of order. Open Time By choosing this option, special price will be applied to items as long as the bill is opened within the duration of the event which is in effect irrespective of the time the order is placed. Current Time 10 Housekeeping Menu

11 By choosing this option, special price will be applied to items that are ordered within the duration of the event which is in effect. 21. Event Price Time This parameter is related to Event Pricing and determines whether events should be applied based on bill Open Time or Current Time of order. Open Time By choosing this option, event price will be applied to items as long as the bill is opened within the duration of the event which is in effect irrespective of the time the orders are placed. Current Time By choosing this option, event price will be applied to items that are ordered within the duration of the event which is in effect. 22. Event Discount Time This parameter is related to Event Discount and determines whether events should be applied based on bill Open Time or time when bill being printed or paid. Open Time By choosing this option, event discount will be applied to bills as long as the bills are opened within the duration of the event which is in effect. Print/Payment Time By choosing this option, event discount will be applied to bills when the bills are printed or paid within the duration of the event which is in effect irrespective of the time the bills are opened. 23. Promotion The parameter allows you to automatically apply a discount to bills during an Event. Every # Bill Discount will be automatically applied to every few bills. E.g. If set to 10, every 10th bill will receive the discount. Discount Choose the type of discount to apply. Event# Select an Event during which this discount is in effect. 24. Default Sorting for Picking Combo/Exchange Item This sets the default sorting method when items such as Exchange Items or Combo components are listed on Order Entry Screen. 25. Search Parameter This feature allows you to search for a parameter by name. Enter text that you are searching for then click the [Search] button. Any parameters found matching the text you entered will be highlighted in yellow. This includes all parameters across all tab pages. Housekeeping Menu 11

12 Order Parameter Time Charge (in minutes) This parameter is designed to work with Time type items i.e. items charged by time. Grace Period Free minutes allowed after each interval has elapsed. Whenever a bill is printed or paid, Order Entry recalculates TIME charges. From the time the bill is printed to the time the bill is closed, if the process is finished before the defined grace period, no additional charges are applied. Otherwise extra charge intervals will be applied to the final bill at the time the bill is closed. Min. Charge The minimum number of minutes to be charged once a TIME item is ordered. Interval The length in minutes of each charge interval. Charges are calculated in increments of intervals. If you set this interval to 5 minutes, the item charge will not change until every elapsed 5 minutes starting from the item s order time. Price Unit This is the unit in minutes of the TIME items price. Default is 0 which stands for every 60 minutes. If the TIME item price is $2.00 and the price unit is 0, the item will be charged at a rate of $2 per hour. If the TIME item price is $2 and the price unit is 10 (min), the item will be charged at a rate of $2 dollars every 10 minutes, which is equivalent to $12/hr. Note that Order Entry calculates time charges by first converting time duration to decimal numbers rounded to two decimal places. As a result, due to rounding issues, the final charged price does not always match the result of calculations using hours and minutes. 12 Housekeeping Menu

13 For example, a 5-minute duration is translated to an order quantity of (5/60), which will be rounded to 0.08 units in decimal representation. The rounded unit is then multiplied by the unit price to come up with a final charge. Using the example above, 5-min duration at $12/hr would result in a $0.96 charge. 27. Meal Deal Meal Deal can be used when you wish to discount an item only when another qualifying item is ordered. (For details on how to set up Meal Deal, refer to Meal Deal in the Item Manual). Example, Buy One Get One free or BOGO 50%. Apply Discount Choose to apply the Highest or Lowest discount. If you select highest, the system will apply meal deal to the item(s) that will yield the highest discount. Similarly, the system will apply the meal deal yielding the lowest discount when lowest is selected. Choose to apply meal deal Automatically or Manually. If you select automatically, Order Entry will apply any applicable meal deals when the Meal Deal button is pressed in Order Entry. If you select manually, the system will display a list of meal deals for the user to select. Max # Of Meal Deal Per Bill The maximum number of meal deal promotions that can be applied to a bill. Setting this function to zero will allow you to apply as many meal deals as you want. 28. When Exit From No-Sales Bill When exiting an empty bill, Set to No-Sales If nothing was ever rung in on the bill, the bill returns to an empty status. If the bill is empty because orders were cancelled, this becomes a No-Sales (N/S) bill. This is the system default. Leave Table Open If # of Guest Had Been Entered If the # of guest has been entered when the bill was opened, Order Entry will leave the bill open even if no items have been ordered. The is the preferred setting for restaurants which designate hostesses to open bills, enter the # of guests on tables then pass the tables to servers. 29. Item Search By Description This parameter is related to the FUNC [Item Search] button. This determines which one of the 3 descriptions (languages) the search screen will display and to base search on. Search Screen Stays On Until Close This parameter determines if the search screen will stay on until the [Close] button is pressed. This way, employees can search for multiple items and close the screen manually when one wishes. 30. Display Pole Message If you have a customer pole display installed, by default, the pole will display Welcome to your business name as a welcome message when Order Entry is launched or Next Counter Please as when Order Entry is exited. These parameters allow you to customize these messages. The two boxes under each message represent the two lines of text on the pole display. Maximum 20 characters per line. Spaces and punctuations are counted as characters. Note: Not all punctuations can be displayed. Welcome This is the welcome message which is displayed when Order Entry is launched. Exit Program Housekeeping Menu 13

14 This message is displayed when Order Entry is exited. 31. Auto Translate Description 3 From If you are using the third system language, select whether to translate description 3 based on description 1 or 2. Translation File Enter name of the translation file (do NOT enter path). This file will be used to translate Description 3. The file MUST be placed in the D:\Profitek\Setting\Language folder. 32. Exchange Menu This parameter is to be used with the [Item Exchange] button for exchanging combo components. When Whole Menu Exchange is enabled for a combo item, this setting determines which specific menu layout to display. If you do not wish to display the regular full menu, you can create a different menu layout just for exchanging items use. 33. Unit For Cash Round Up Defining a round up unit will cause an extra tender button to appear in the Payment screen. This tender button always represents CASH in the amount which is equivalent to the rounded up value of the bill being closed. Extra Cash tender button You can use it to close a bill the same way you would with a Quick Cash Button. Commonly used round up units are 1, 5, 10, etc. For example: If round up unit is set to 10 and the bill amount is $495.95, this button becomes a $500 cash tender. Pressing it will have the same effect as pressing Cash Tender, then enter $ Adjust Mandatory Item Qty When # of Guest Reduced When this parameter is enabled and the # of guest on a table is decreased, order quantity of mandatory items on bills are automatically decreased as well if the mandatory item is based on # of guest. Mandatory items are configured in section parameter. 14 Housekeeping Menu

15 Delivery Parameter Enable Auto Complete for Customer Address Turn on auto-complete when typing customer address. Auto-complete will try to find an address which is closest match to what you have typed as you are typing along 36. Mandatory Name Name of delivery customer MUST be entered if this parameter is enabled. 37. Mandatory Postal Code Postal Code of customer address MUST be entered if this parameter is enabled. 38. Display Customer s Previous Order Enabling this parameter allows delivery customers to repeat previous orders. # Orders This value defines how many previous orders to display. You might not wish to set this number too high as it takes time to search and display orders. 5 is most likely the highest number you would need. 39. Default for Apply Delivery Charge This parameter determines if new delivery customers should be charged delivery by default. When this is enabled, the Apply Delivery Charge property for all new customers will be enabled. Housekeeping Menu 15

16 Default Amt. Specify a default delivery charge amount. Note: delivery charge on individual bills can be overridden manually or by map code. 40. Prompt Request Time For Delivery Order If this is enabled, Order Entry will prompt server for each delivery order s requested time. At times customers might phone in ahead of time and have their order delivered at a later time in the evening. This Request time are printed on order chits. 41. Default for Print Customer Notes On Kitchen Slip This parameter determines the default status of the Print Customer Notes on Kitchen Slip property of new customers. 42. Default for Print Customer Notes On Receipt This parameter determines the default status of the Print Customer Notes on Receipt property of new customers. 43. Print Unit # in Address At Choose to print customer s unit number (if any) before or after the street address on orders. 44. Customer Credit Discount When you apply customer s credit towards a bill, the bill is internally considered discounted by the credit amount. The amount has to be allocated to a specific discount type defined in your system. Select desired discount type from the drop-down menu. 45. Tax for Delivery Charge If you wish to charge taxes on your delivery charge, check each tax that applies. 46. Driving Direction Starts From These parameters are used with the optional PROFITEK MAP interface. If the interface is enabled and you wish to print driving directions on delivery orders, directions would start from the specific address defined here rather than your business address. Print Driving Direction As Default: If enabled, driving direction is printed together with map on orders by default. Print Driving Direction Only (No Map): If enabled, default is to print driving direction ONLY but do NOT print map. 16 Housekeeping Menu

17 . Kitchen Order Parameter This section defines order printing defaults. Certain parameters are overridden by print queue properties Suppress Server Name Server s nick name will not be printed on order chits. 48. Suppress Printer Information Print Queue name will not be printed on order chits. 49. Suppress Date Order date will not be printed on order chits. 50. Server Name In Large Font Server name will be printed in larger font. 51. Show Open Price Price will be printed on order chits for Open Price items. 52. Show Add On Add On will be printed on order chits in red when items are ordered after the first round. Housekeeping Menu 17

18 53. Show Exchange Flag When a combo component is exchanged, the item replacing the original component will be flagged -> when printed on order chit. 54. Suppress Void Reason On void order chits, do NOT print void reason. 55. Blank Line Between Combo Components Skip a blank line between each combo component on order chits. 56. Modifier In Reverse Color (Graphic Mode Only) When using Graphic Mode printing, modifiers are printed in reversed color. Modifiers are printed in red in text mode. 57. Modifier In One Line By default, modifiers are printed one modifier per line. When this parameter is enabled, modifiers will be wrapped and separated by commas. 58. Suppress Qty 1 On Modifier When the modifier quantity is 1, quantity will be suppressed. E.g. Original order: 2 Cheese Burger 1 No Onion No Lettuce When suppressed: 2 Cheese Burger No Onion No Lettuce 59. Print Label This feature requires the use of a special label printer and allows item labels (1.5 x1 ) to be printed for each order. Labels can then be applied to food containers for identification (mainly used for takeout). 60. Sum Item On Kitchen Monitor This feature only applies to Kitchen Monitors. If enabled, items with the same description will be summed when displayed on Kitchen Monitors. 61. Confirm Send Order You will be asked if you wish to send orders every time you exit a bill with new orders. If you answer no to the prompt, you will not be allowed to exit the bill. 62. Auto Send Besides using the [Send] or [Exit] buttons to send orders, you can also have new orders sent in one of the following three ways: Before Payment: right when the [Pymt] button is pressed 18 Housekeeping Menu

19 After Payment: after payment is completed Immediately: right when item is ordered (selected from menu) Default is Before Payment. 63. Void Item Printer By default, voided orders are not printed to order printers. If you wish to have them printed, you have chosen to print voided orders to the Original Printer by checking this box. Or you can have them printed to a specific printer selected from the pull down menu. 64. To Go Printer This parameter is related to orders rung in and marked to-go using the [ToGo] button on the order screen. These to-go orders can be sent to an additional to-go printer in additional to their regular designated printers. Select to-go print queue from the pull down menu. 65. Central Bell Printer Select the printer which the kitchen bell is connected to. 66. Print Transfer Item Slip Select whether to print a slip when items are transferred. If you select the Confirm option, a confirmation box will pop up after you transfer an item. 67. Table Transfer Slip Printer You can select up to 4 printers to print a table transfer slip when tables are transferred. 68. Stock Refill Slip Printer You can select a printer to print a stock refill slip. When the on hand quantity of the items being ordered falls below the minimum stock level, as soon as these items are being ordered in a bill, this slip will be printed. To turn on this feature Items must have Track Inventory enabled Items must have Min. Stock level defined using the Vendor & Stock button in Enter/Modify Item A printer must be configured for printing this slip The numbers to the left of the items are the quantities to refill (re-order). The number in bracket to the right of the items represent your current on hand quantity. Order Entry s Print Re-Order Chit feature gives you similar information except the chit has to be printed manually and it includes all items that are below minimum stock. This Refill Slip is printed automatically but it only includes low-stock items that are being ordered. Housekeeping Menu 19

20 Receipt Parameter RMW Restaurant Management System This section configures the receipt printing defaults Item Desc Item Desc Item Desc. 3 Select which item descriptions to be printed. 72. Individual Guest Separate total for each individual guest will be printed when Pivot Seating is enabled under the Floor Plan section. 73. Show Dimensions Item dimensions will be printed. Dimensions will be appended to the description of the items. 74. Show Modifier All modifiers (both charged and free modifiers) will be printed. By default, only charged modifiers are printed on receipts. 75. Show Void Item Voided items will be printed on receipts. 76. Show Reprint By default, this parameter is enabled. Reprinted receipts carry an extra heading: 20 Housekeeping Menu

21 ** Reprint *** (n) Where n represents the # of reprints. 77. Sum Item Items with the same description will be added together. 78. Show Open Time The open time of the bill will be at the bottom section of receipts. 79. Show Closed By The name of the employee who closed the bill will be printed. 80. Show Printed By Receipt carries the name of the employee who printed it. 81. Show Combine Remark If other bills are combined to the current bill, the bottom of receipts will print the table numbers or call numbers of the bills which have been combined. E.g. Combined with 9, Print Bill Number Barcode A barcode (generated based on bill number) will be printed on receipts. If the user scans this barcode on the Floor Plan screen, Order Entry will open the bill payment screen directly. 83. Print Promo Reason The reason of Promo will be printed under promoted items. 84. Print Promo Total The total price of promoted items will be printed at the bottom section of receipts. 85. Print Combo Component Components of a combo will be printed. Otherwise, only the combo itself will be printed. 86. Show Category Total The total sales for each category (e.g. Food, Beverages etc.) will be printed at the bottom section of receipts. 87. Sum Add On Price To Item Price If an item has an attached priced modifier, the modifier price will be added onto the item price. 1 Martini $9.00 Straight $ Martini $10.00 Straight 88. Print Receipt On Voided Bill A receipt will be printed when a bill is being voided. 89. Suppress Zero Price Item Items with zero prices will not be printed on receipts. Housekeeping Menu 21

22 90. Suppress Item Discount Amount Items that carry item discount, normally the net discounted dollar amounts are printed beside discount below the items. When this is enabled, the discount amount will not print. 91. Suppress Server Name Do NOT print server name on receipts. 92. Suppress Date Date will not print on receipts. 93. Suppress Time Time will not print on receipts. 94. Suppress Amount on Packing Slip Do NOT print $ amount on packing slips. 95. Suppress Bill# on Receipt/Order Bill number will not be printing on receipts and order chits. 96. Print Company Logo Print company logo from printer memory. This feature requires EPSON compatible printers. 97. Suppress tax Included Do not print tax included total on the bottom of receipts for this specific tax. Based on taxes that are defined in your POS, you will see each tax listed as a separate similar parameter with the tax name shown. 98. Print Receipt To Section and WS Receipt Printer Print receipts to printer assigned in Workstation Code and printers configured in each section parameter. 99. Manually Print Receipt Only On WS Receipt Printer This parameter is only available if parameter #98 is checked. If this is enabled, when employee use the [PRINT] button to print receipts manually, parameter #98 s feature will be overridden. Receipts will only print to the printer designated in Workstation code. If receipts are configured to print automatically (On Exit or On Payment) through section parameter, those receipt printing will still honor feature set in parameter #98 i.e. print to both printers Print Tip Rate Fill in up to three different rates. The equivalent amounts of these rates (multiplied by the bill total) will be printed on receipts and serve as suggested tip amounts. See sample on right Currency Symbol Default symbol is $. If you wish to use a different symbol, define symbol here. Tip Rate 22 Housekeeping Menu

23 102. Invoice Format If you are using a special customized invoice format, define the format file name here Change Slip If change slips are enabled in section printing parameters, these settings define how change slips will print. For Cash Only Print change slips for Cash payments ONLY Print Company Name Print company name on change slips Suppress Section Name Do NOT print section name on change slips Suppress Date Do NOT print date on change slips Suppress time Do NOT print time on change slips Report Parameter Report Combo Sales There are two choices for reporting sales of combo items. By Combo Sales are based on the combos themselves, irrespective of individual component sales. By Component Housekeeping Menu 23

24 Sales are based on individual components of the combos. Combos themselves do not constitute sales. Use Allocated Amount For Component If allocated amounts are set up for each combo component, these allocated totals will be shown in reports. Applicable only if By Component is selected above. The Allocated Amount that is defined in the combo definition will be used in place of the original item price. Please refer to RMW Items -- Item -- Advanced Features in Combo Item for more information on the Allocated Amount variable Hour Range These options are for the Hourly Sales Report and the Labor Cost Report. You can set up a time range for the system to take readings (usually from open to close time). Define time range in 24- hour formats. You can also set up interval which determines how frequently readings are taken Department Group (Labor Cost Report) These parameters are only for use in the Labor Cost Report. You can define up to two department groups and members of each group. As shown in the example on the right, two dept groups are defined: FOH and BOH staffs. The member list 1,3,4, etc represents employee user group ID Report: These parameters affect the Sales Report By Employee and Track Item Report. Sales on these reports can be based on: Order Person Sales go to the employee who placed the orders. Open Bill Person Sales go to the employee who opens the bill irrespective of who placed the orders Closing Report These options are for configuring server / cashier / daily closing reports. Two report formats are available for server/cashier closing reports: Sales Slip Sales slips are printed to thermal receipt printer in a 3 1/8 format. Cash Out Report Cash out reports are printed to report printer in A4 size format. Cash out reports do NOT contain and sales statistics; only tender totals are included. Report options: Print Bill List Print Void Bill List A bill listing will be printed on daily closing report when printed to receipt printer. This has no effect when reports are printed to report printer. For server/cashier close, users can manually select this on the closing screen. Void bill list includes following columns: Bill#, Table#, Bill total and Void Reason. 24 Housekeeping Menu

25 Print Void Statistics Print Void Details (Receipt Printer) Print Cash Denomination Print Zero Sales/Discount/Tender Suppress Subcategory Breakdown on Sales Summary Report Print Tip On Bill List Suppress Bill Statistics Print Packer Report Void statistics are: No. of Voided Bills Voided Item This setting is for receipt printer version only. Void details include bill#, voided by, void reason, and void amount. If enabled, cash denomination will be included in the closing report. When enabled, reports will include all categories/subcategories, discount types, and tenders even if subcategories do not have any sales and discounts or tenders that were not used. This setting is for Sales Summary Report ONLY. When enabled, report will not print subcategory sales breakdown. Tip amount will be printed in the bill list Bill statistics include the following information: No. of Bills No. of Guests No. of Open Bills Average / Guest Packer report will be printed with daily closing report. It has to work with the Packer module Server Close Slip Print Cash Reconciliation (Only Applicable to Single Shift) This option is designed for server close reports and is only useful for restaurants which allow servers to close bill for others. If enabled, server closing reports will include a CASH RECONCILIATION section which includes a list of cash collected for other servers bills. It also includes a Cash Remittance total, which is the sum of cash from the server s own bills and the cash collected for other servers. This represents the total cash amount that the server should submit Items on Adjustment List (Printed at Daily Closing) These settings only apply to the Adjustment Report when printed at time of daily close. Choose desired information to be included in the report. The same report can be re-printed with different selections through the report menu in Back Office Sensitive Report Level Specify a level between 1 and 9. Any reports in the Back Office report menu that are assigned a security level that is higher than or equal to this level, the reports are deemed sensitive reports. This feature is to be used together with security setting PrintExportSensitiveReport. This allows you to grant right to certain employees to preview reports but not able to print or export them Use Unicode Font for All Reports This setting is for reporting compatibility with menus in other languages e.g. Traditional Chinese. Housekeeping Menu 25

26 Closing Parameter Cashier Report Based on There parameters only apply when Cashier System is enabled in Workstation Code. Blind Closing When enabled, Cashier/Server closing reports will only show tender totals. All sales amounts are not printed on reports. Select to base cashier close on Revenue Centre or Cashier ID. If cashier ID is selected, cashier will be responsible for all the bills he/she closed under her code irrespective of which station she used. If Revenue centre is selected, he/she would be accounted for bills that are closed on all stations belonging to that particular Revenue Centre regardless of who closed the bills Daily Close Roll Over Auto Sign Out Print Confirmation Slip After Daily Closing This feature is designed for 24-hr operating businesses. Bills that meet the following criteria will be rolled over to the next business day: - Open bills - Closed bills which are not included in any server/cashier close reports All other bills will be considered current business day sales. Auto sign out all employees in case certain employees forgot to sign out. Print a small slip on receipt printer after daily closing to confirm that closing process is completed. This is particularly useful when system is configured to auto close. The next morning when you 26 Housekeeping Menu

27 come in, you will be able to tell easily if closing had been completed just by looking for this slip. Print Sequence Number on Closing Report Carry Over SOLD OUT Status Auto Daily Closing Time Auto Close/Backup WS Print a sequential closing number on closing report. Items Sold-Out status will be carried forward to next business day if enabled. By default, once daily close is done, the Sold-out statuses are cancelled. Time which Daily Closing will run automatically. Use 24 hour format. Select from pull down menu which station will be performing Auto Daily Close (if enabled) and Daily data backup. Housekeeping Menu 27

28 System Parameter These settings control general system operations Require Password To Log In When enabled, password is required to log in to Order Entry. Once the employee logged in, Order Entry will recognize his/her access level and will not prompt for password unless the employee is accessing functions which require a higher access level. If this option is unchecked, any function that is defined with a non-zero access level will require a password to proceed even though the user has enough clearance Enter Cash Tips By default, Order Entry does NOT track cash tips. Enabling this parameter will allow cash tips to be recorded. Upon closing bills with cash, employees will be required to declare a cash tip amount if the tendered amount is greater than bill total. Cash tip total will be printed on the closing reports Keep Non-Resettable Total Provided as an extra piece of statistics, non-resettable total allows businesses to accumulate sales amounts starting from first day of operation. This statistics will NOT be reset on any circumstances and will be printed on Sales Summary report during daily close Auto Sign Out After Server/Cashier Close When a server/cashier close is completed, the employee will be automatically signed out. 28 Housekeeping Menu

29 119. Show Quick Key Keyboard Shortcuts will be shown on each function button in Order Entry. This is ideal for non-touch screen terminals Reset Bill Number If the Random Bill Number parameter is disabled (bill number will be sequential), enabling this parameter will cause bill numbers to reset after each daily close. And the first bill on the next business day will start from 1. Otherwise, bill numbers will carry forward and keep growing Random Bill Number When enabled, bills will be assigned a bill number randomly (numbers will grow but not shrink). The Reset Bill Number parameter has no effect when this setting is enabled. This feature is mainly for business owners who do not wish to let competitors or employees know their sales volume Language Primary, Secondary, Third Order Entry can support up to three different languages at the same time. This language option can be applied to different ethnic languages e.g. French, Spanish, Traditional and Simplified Chinese, Korean, Vietnamese, etc. Or it can also be used as a means to translate menu items to abbreviated menu names for kitchen/bartender staff use. For example, a fancy menu item being named Steamed Atlantic Fresh Lobster can be translated to simply Lobster when printed in the kitchen for the cook. Configure Primary, Secondary, and/or Third language choices by selecting desired language from pull down menu. Selecting None disables the language Money Rounding Unit This defines the unit for rounding when dealing with tender amounts in Order Entry. Depending on the lowest currency face value in each country, this should be changed accordingly. In North America, this is set to unit 0.01 because pennies are still being circulated. Enter Decimal Point If disabled, each number entered is assumed to have two decimal places thus 100 equates to If enabled, 100 in Order Entry will be interpreted as This feature is primary provided for customers who are accustomed to cash register machine style data entry, which does not require decimal points when entering a number Bill Total Rounding Similar to Money Rounding Unit, this defines the unit for rounding item prices, bill amounts, discounts and taxes in Order Entry. For places such as Hong Kong, the lowest face value is 10 cents, therefore the rounding unit should technically be set to However most Hong Kong businesses do not wish to deal with small value coins. One might configure this unit to, say, 1.00 (dollar) or 0.50 (50 cents). In such a case, if a meal total comes to $10.30, the bill amount would be rounded to $11 or $10.50, respectively. After configuring rounding unit, select rounding type from pull down menu. Choices are round To Nearest or Round up Kick Out Cash Drawer Two options are available for controlling cash drawer opening. By Tender Type Housekeeping Menu 29

30 Cash Drawers are associated to tenders. Upon closing a bill, if the tender is configured to open drawer, drawer will open. Refer to Tender Type. By Server Cash Drawers are opened based on assignment. Only employees who are assigned to a drawer will one be able to open it. Refer to Assign drawer Coin Dispenser This feature requires a compatible model of coin dispenser machine installed and is designed for use with Canadian and US dollars ONLY. Select currency if you have a coin dispenser attached to the workstation. (For details of Coin Dispenser setup, refer to Housekeeping Workstation Code) 127. Screen Saver Wait This parameter refers to the amount of idle time (in seconds) of a station before the POS screen saver comes on. Enter 0 to disable screen saver. WARNING: On the file server computer, do NOT enable any 3D graphical screen savers. These types of screen savers require a huge amount of CPU and memory resources to display. As a result, when these screen savers come on, the entire system performance will be drastically reduced Refresh Floor Plan In # Seconds The time interval in seconds between each floor plan screen refresh to update table status. This setting is especially useful for locations with multiple workstations so that every terminal screen is updated with current table status. During each refresh, the floor plan screen blinks. Do NOT mistake this feature with hardware defects Customer Phone Mask Format for phone number fields e.g. when taking deliver orders. Each # symbol represents a digit. Default is ###-#### for a 7 digit North American phone number separated by a hyphen. Do not include the area code in the phone mask Postal Code Mask Format for postal code fields. Use # for numbers for alphabets. For Canada, the Postal Code Mask should #@#; For the USA, the mask should be ##### Cash Tender Type This parameter is used to identify the Tender Type in your system which represents CASH. Select tender type from the pull down menu No Change Tender Type By default, Order Entry is configured with a hidden Tender Type named No Change. This parameter is used to identify the type that represents no change. Select tender type from pull down menu. Do NOT delete this tender type. See explanation on Tender Types Max Amt. For Cash Pickup (Server System Only) This parameter allows you to specify the amount of cash on servers hands before a cash pickup is demanded. If the server does not request a manager to perform a cash pickup, when the cash on hand exceeds this amount, one will not be able to open more bills. If the Warning Only box is checked, the cash pickup requirement will only serve as a warning message but will not be forced. 30 Housekeeping Menu

31 134. Scale Measure This feature requires an electronic scale installed on your station. Select the unit of measures from pull down menu if you are using such a scale. Choose among KG, LB, 100G, and OZ Caller ID Machine If you have a compatible Caller ID device installed in your system, specify the station by its computer name or IP address on which the device is installed. PROFITEK Order Entry supports a specific model of caller ID device that can support up to 8 incoming lines at the same time. Designed for use with delivery orders, employees can start an order by selecting a displayed caller ID instead of typing in a phone number Print Server Enter the name or IP address of the workstation which the RMPrintServer software is running on. Note: If this parameter is left blank, no orders will print to any order printers Centralized Customer Data Server This function is for managing customer information for chain stores. By default, each store maintains a separate set of customers locally in the store locations. If the chain wishes to share a centralized customer database, a centralized server is required. To enable this option, specify the IP address or computer name of the Centralized Customer Data Server. Housekeeping Menu 31

32 Time Clock Parameter To configure Time Clock Parameter settings, select the Time Clock Parameter tab Require Password To Sign In/Out When this is enabled, employee password will be required sign in or out Print Sign In/Out Slip Enabling this option allows employees to print a sign in/out slip for their own record. Slips are printed to receipt printers Declare Tips On Sign-Out If enabled, employees are required to declare total tips for the day when one signs out Block Sign Out When Over Per Shift This (number of hours) value is referred to as Max Work Hours. If enabled, employees will be prevented from signing out when one s work hours exceed this limit. A manager will have to manually sign the employee out through the Modify Work Hours function. If disabled, employees exceeding this limit will be given the option to either simply sign out or sign in to a new shift. If the employee chooses to clock in, the work hours for the previous shift needs to be adjusted by a manager Allow Modify Work Hours For Same Level Employee When disabled, employees work hours can only be modified by ones with a higher access level i.e. Managers will not be able to modify another managers hours. 32 Housekeeping Menu

33 143. Rounding and Grace Period Rounding parameters allow you to round up (forward) or round down (backward) employee clock in and clock out time. Rounding unit is based on number of minutes. If rounding unit is set to 30, rounded time will either be right on the hour or at 30 minutes between hours. If rounding is used, employee sign in time is commonly rounded up and sign out time rounded down. PROFITEK Time Clock keeps track of each actual clock in/out time although rounded hours are used for calculating wages. Examples of rounding: Rounding Time Unit Up Down Nearest 10: :00 10:45 11:00 06: :20 06:10 06:10 Sign-In Rounding Minutes Unit for Rounding clock-in time. Enter a positive number to run up or a negative number to round down. Sign-Out Rounding Minutes Unit for rounding clock out time. Enter a positive number to run up or a negative number to round down. Always Round Up/Down (+/-): Time will be rounded up if the unit > 0; down if unit < 0 Round to Nearest: If enabled, the (+/-) sign of the unit is ignored. Time will be rounded to the nearest unit. Sign-In/Out Grace Period For use with employee scheduling. With no Grace Periods, when an employee is scheduled to start work at 12:00pm, one is not allows to clock in any earlier than the stated time. Likewise for late clock out time. If your shift ends at 6:00pm and if grace period is set to 15 minutes, you will be able to clock out latest by 6:15pm without needing a manager override. Sign In/Out Message Timeout Define timeout in seconds. When timeout period expires, the time clock message will close itself. If this value is set to 0, user must touch [OK] to close the message screen Regular Work Hours Enter the regular number of work hours Per Day or Per Week. These are used for calculating overtime pay for employees wages Fingerprint Use Fingerprint Only to Sign In/Out If you have a compatible fingerprint sensor installed, enabling this parameter will force employees to sign in/out using fingerprint only. If your fingerprint sensor is a URU model, you can force employees to enter their user ID before fingerprinting Define Schedule Starting From Day of week on which employee schedules start Default Language Code Choose default language for the Sign In/Out screen. Select from Language 1, 2 or 3. Housekeeping Menu 33

34 Security Setting The way PROFITEK Restaurant Management system security works is by comparing security level of the function being accessed with the access level of the employee. If the employee s access level is greater than or equal to the function s security level, the employee is granted access. This menu option is where you configure security level of each available function. You can also enable logging option per function. These logs keep track of the name of the employee, date and time of the access and the name of the person authorizing the access. Bear in mind that if you do turn on logging, you should purge your logs regularly (See Purge Log on page 84). Depending on which functions you wish to log and how frequent these functions are accessed, these log files can grow big very fast. Logs can be viewed using the Function Access Log report (Note: only functions with security level >= 1 will be logged). When an employee attempts to access a function which requires a higher access level, one will be prompted for a password. At this time a person with sufficient authority can grant a one-time access right to this employee by entering his/her password (or swiping his/her card). Securities are divided into groups by menu e.g. Order Entry Manager, Item, Employee, etc. The first 4 sections are related to Order Entry securities. The rest are related to Back Office or System security. The following tables explain the usage of each individual security. 34 Housekeeping Menu

35 System Securities Name of Security RMPOS RMPOS Training RMW Description Able to Log in to Order Entry Using this security, you can set kitchen staff or delivery drivers to a lower access level. They would then be able to use the Time Clock only but not able to enter Order Entry. Able to log in to Order Entry in training mode Able to log in to Back Office If you only allow employees with access level 9 to login to Back Office, simply set this security level to 9. There is no point further setting securities for each individual Back Office menu options (except Time Clock securities). Order Entry Securities Name of Security Access Other Employee Txn Access Txn After Define Time Add Item After Split and Print Adjust Customer Credit Adjust Item After Print Receipt Air Mile Bonus Batch Transfer CCA Voice Authorization Change Language Change Number of Guest Change Tender Type Close Txn Combine Open Txn Copy Txn Delete Discount Delete Future Order Delete Pending CCA Transaction Delete Server Service Charge Delete Pending GC Edit User Message Exit Program Less than a full order Manual Enter Credit Card Number Manual Select Driver Mark Item Sold Out Minus TxnItem Minus Txn Item After Txn Printed Description Open other server s bills Open a bill after bill s Bill Access Time expires Add items after bill is split or receipt printed Modify credit amount for delivery customer Modify item status/detail after the receipt s been printed and Split bill after the receipt s been printed Issue Air Mile bonus Use the Batch Transfer function Enter a CCA Voice Authorization number Change POS language using the Language buttons Modify the number of guests for a bill Change tender type of a closed bill using the [Change Tender Type] button Close bill using the [PYMT] button Combine open tables/bills Use the [Copy Bill] button to copy bill contents Delete Bill Discount Cancel Future Order Delete pending credit card transactions at time of daily close Remove server service charge from bills Delete pending giftcard transactions at time of daily close Edit employee messages Exit the Order Entry program Order items in portions (Order qty < 1) e.g. half order Manually key in Credit Card number Select driver during delivery order dispatch Use the [Sold Out] button Use the [REV] button or enter a negative order quantity Same as above but this condition applies to bills whose Housekeeping Menu 35

36 Modifier Change After Sent Modify Service Charge Modify Server Service Charge Multiple Use of Same Credit Card Per Day Negative Open Price Open Drawer At Order Open Modifier Open Shadow Table Open Bill After Print Override Delivery Charge Override Driver Compensation Override Maximum Gratuity Rate Override Minimum Gratuity Override Minimum Price Override Swipe Card (AR) Override Swipe Card (FD) Override Swipe Card (GC) Override Price Payment Floor Plan Screen Print All Open Bill Print Floor Plan Screen Promo Item RedeemItem Refund Reopen Bill After Cashier Close Reopen Txn Reprint Reprint Bill After Added New Item Resend Order Split Bill Split bill after receipt printed Split Table Tax Exempts (1-4) Transfer Open Tables (Same Server) Transfer Table After Print Receipt Transfer Open Txn TSF Item TSF To Future Order Void Bill Void tem receipts are printed Change modifiers of items which are printed to order printers Change HOUSE service charge rate Change SERVER service charge rate Able to process the same credit card more than once per day Able to enter a negative price Able to use the [Open Drawer] button from the order screen Use the [Open modifier] button Able to open shadow tables Open a bill after its receipt has been printed Change delivery charge amount Change driver compensation amount Charge tips exceeding the maximum gratuity rate Charge tips below the minimum gratuity rate Able to change/enter price of an item on a bill to a value below the item s defined minimum price using the Able to override the Must Swipe Card AR requirement and manually enter card number Able to override the Must Swipe Card FD requirement and manually enter card number Able to override the Must Swipe Card GC requirement and manually enter card number Change menu item prices on bills Use the [PYMT] button at floor plan screen Use the [Print All Open Bill] button on bill status screen Allow to use the [Print] button at floor plan screen Use the [Promo] or [Promo Item] functions Able to redeem items using FD customer points Able to refund transactions Reopen closed bills after cashier close Reopen closed bills Reprint bills Reprint bills after new items added to bills Use the [Resend] button to resend orders Use the [Split bill] button Split bill after the bill is printed Use the [Split table] button Item/Bill Tax Exempting Transfer server s own bills to another table Transfer tables after the bill is printed Transfer other servers bills to another table Transfer item Transfer bills to a Future Order Section Void Bills Void items 36 Housekeeping Menu

37 Order Entry Server Securities Name of Security AR Payment Cash Pickup CCA Final Amount Server Delete Deposit CloseAllBills Deposit Open Cash Drawer Order Enquiry Payout Receive Stock Reprint Server Close Reservation Server Close Server Close For Others Show Stock Level Txn Status Verify and Print Closing Description Use the [AR payment] button to enter payments Can pick up cash from servers Complete CCA transactions using the Server s Credit Card Final function Delete (Refund) deposits Use the [Close All Bill] button Collect deposits using the [Deposit] function Use the [Open drawer] button to open drawer Use the [Order Enquiry] button Use the [Expense] button Use the [Receive Stock] button Reprint server close reports. If a server has closed more bills after a server close, the next server close does NOT constitute a reprint. Use the [Reservation] button Perform Server Closing Perform server close for other employees Use the [Stock Level] button Use the Server s [Bill Status] button Use the server close s [Verify & Print] button Order Entry Manager Securities Name of Security All Txn Status Assign Drawer Cashier Close CCA Browse CCA Enquiry CCA Reprint Change Business Date Change Tender Amount Daily Close Display Time Clock Edit Menu Layout Enter CCA Final Amount Intermediate Sales Report Labor Cost Manager Sign Out Open Cash Drawer (All) Order Card Menu Packer Report Action that will be checked Use the Manager s [Bill Status] button Assign drawers to employees Perform cashier close Browse CCA transactions using the [Browse] button. Note: this screen will review full card numbers. Use the [CCA Enquiry] button Reprint CCA slips Change the Business Date at daily close Change tender amount of closed bills Perform daily close Use the [Display Time Clock] button Use the [Edit Menu Layout] button Complete CCA transactions using the manager s Credit Card Final function Print Intermediate Sales Report Print Labor Cost Report Sign employees out from the [Display Time Clock] function screen Use the manager s [Open Drawer] button Use the [Order Card Menu] button Print Packer report Housekeeping Menu 37

38 Qty Available Reprint Cashier Close Sales Summary Sales Summary Report Server Sales Report Server Sales Summary Set Closing Report Update Training View History Use the [Qty Available] button Reprint Cashier Close reports Use the [Sales summary] button to view sales info Print Sales Summary report Print Server Sales report Use the [Server Sales Summary] button to view server sales info Use the [Select Report] button Use the [Update Training] button Use the [History] button Order Entry Floor Plan Securities Name of Security Align Table Change Section Status Edit Floor Plan Edit Section View Bill Info Description Use the [Align Table] button Use the [Section Status] button Use the [Edit Floor Plan] button Use the [Edit Section] button Use the [Info] button located on the floor plan Item Securities (BackOffice - Item Menu) Name of Security Description Change Item Price Change Price by Subcategory, Change Price by Size menu options Define Meal Deal Meal Deal by Event menu option Define Track Item Server Contest Item Tracking menu option Enter Modify Item Enter/Modify Item, Add Item By Batch menu options Shift Price Event Pricing menu option Special Item Special Item by Event menu option View HC Log View Host Control Log menu option Each of the rest of the securities not mentioned in this section corresponds to the name of the menu option. Employee Securities (BackOffice - Employee Menu) Name of Security Description Employee Level 5 Employee (0-5) menu option Employee Level 9 Employee (0-9) menu option Each of the rest of the securities not mentioned in this section corresponds to the name of the menu option. 38 Housekeeping Menu

39 Scheduling Securities (BackOffice - Scheduling Menu) Name of Security Description Modify Work Hours For both Modify Work Hours by Employee, and Modify Work Hours by Day menu options Each of the rest of the securities not mentioned in this section corresponds to the name of the menu option. Customer Securities (BackOffice - Customer Menu) Name of Security Description Customer List Corresponds to menu option Customer Spending Report Print Customer Spending Report menu option Customer Type Corresponds to menu option Maintain Customer Maintain Delivery Customer, Modify Customer by Batch menu option Each of the rest of the securities not mentioned in this section corresponds to the name of the menu option. Report Securities (BackOffice - Report Menu) Each of the report security corresponds to the name of a report under the Report menu. Find the name of the desired report and define security level. Inventory Securities (BackOffice Inventory Menu) Each of the Inventory security corresponds to the name of a menu option. Frequent Diner Securities (BackOffice - Frequent Diner Menu) Note: This section appears only if you have the Frequent Diner Module. Name of Security Earn Point Item Event Bonus Item Bonus Redeemable Item Special Redemption Description Items eligible for points menu option Event bonus menu option Items Earning Bonus Points menu option Items for Redemption menu option Items for Special Redemption menu option Table Securities (BackOffice - Table Menu) Name of Security Description Define Map Code Map Code menu option Event Holiday Holidays menu option Each of the rest of the securities not mentioned in this section corresponds to the name of the menu option. Housekeeping Menu 39

40 Housekeeping Securities (BackOffice - Housekeeping Menu) Name of Security Description Backup Database Backup Database menu option Change Backup Setting Change Setting button in Backup Database option Closing Parameter Parameters menu option Closing Parameter tab Export Txn Summary Export Transaction Summary menu option GL Account Setup Print GL Account Setup menu option Order Parameter Parameters menu option all tabs except Closing, System and Time clock parameters Security Password Security Setting menu option System Parameter Parameters menu option System Parameter tab Time Clock Parameter Parameters menu option Time Clock Parameter tab Each of the rest of the securities not mentioned in this section corresponds to the name of the menu option. Time Clock Securities (BackOffice - Time Clock Menu) Name of Security TC Over Max Work Hour TC Override Schedule TC Sign In TC Sign Out Description Able to clock out when server has stayed over the Max Work Hour. Refer to page 32 Block Sign Out When Over Per Shift Able to clock in/out outside of the employee s scheduled shift Able to clock in Able to clock out 40 Housekeeping Menu

41 Order Entry Interface Setting This option allows you to disable certain Order Entry buttons. Features or functions that you don t use or you don t want your staff to use, you can simply disable them and not needing to worry about setting up securities on those functions. You can also change schemes for Order Entry and login screens. Select the functions which you want to disable. Click the [Save] button. Disabled buttons will still be visible but will be grayed out. Note: Order Entry needs to be restarted from stations for these changes to take effect. Color Scheme Choose from 2 Order Entry color schemes (Blue or Orange). Default is blue. Color scheme only affects color of command buttons. Login Screen Scheme Choose from the two available choices (Black or White). See screen shot samples in the Order Entry manual. Exit button At Bottom on Login And Floor Plan Screen This setting changes the location of the EXIT button. On the Black login screen, the EXIT button is fixed to the bottom at all times. Housekeeping Menu 41

42 System Integration This option allows you to configure interface parameters for optional modules that are installed by a PROFITEK technician. To activate a module, check the Active box. You will be required to provide a software serial number for these modules. Some of the information especially the CCA parameters are crucial in maintaining system integrity. Make sure you fully understand the effect before committing any changes on these screens. CCA CCA represents Credit Card Authorization. It allows you to process credit and debit (Canadian Interact) card charges right from your POS workstations. NOTE: PROFITEK RMW is PA-DSS compliant starting from version PA-DSS is a set of global data security standards implemented by the Payment Card Industry Security Standards Council (PCI SSC) to ensure data security in all payment processing systems e.g. POS. If you wish to find out more information about PA-DSS or PCI DSS, refer to the website A1 A2 A14 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A1. Server This value represents the computer name or IP Address of the station that is designated as the CCA Server. The proper version of PROFITEK CCA software must be installed on the CCA server 42 Housekeeping Menu

43 computer and properly configured. This value should NOT be changed unless instructed by a PROFITEK support staff. A2. Bank Host This value represents the Host (also known as processor) which is processing your credit/debit card charges. Parameters on the right hand side of the window will change depending on the host which is selected. If you are indeed changing Bank Host, make sure you have your new merchant profile in front of you before proceeding with changes. A3. Serial # Serial # issued by PROFITEK for activating CCA. # of License = Number of CCA licenses purchased Note: these numbers MUST be entered correctly as they will be validated. A4. # of Slips The number of credit card slips to print per transaction. Set this parameter to 1 if you use 2 ply paper roll. Otherwise, set it to 2. A5. Debit Fee This parameter is for Canadian Debit cards only. It allows you to charge a flat debit transaction fee to your customers. If enabled, customers will be prompted on pinpads to accept or refuse the fee. If refused, debit transaction will be cancelled and the customer will have to pay via other means. A6. Confirm Tips on Complete CCA You will be asked to confirm credit card tip amount each time you close a bill with CCA. A7. Complete Pre-Authorized Transaction by Batch If enabled, the system will not send CCA completion to the host when closing bills. You can then modify credit card final amounts (amount with tips) at a later time during the day. Transactions will accumulate till day end closing when you should click the [Process All] button to complete all charges. A8. Print Server Name On Slip Current = name of the server who processed the charge Original = name of the server who opened the bill A9. Print Card Holder Name On Slip Print cardholder s name on transaction slip. Your magnetic card readers must be able to read Track1 for this to work. A10. Mask Credit Card Number on Merchant Copy If enabled, card number on the Credit Card slip will be masked e.g. **********3256 on the Merchant Copy. Many bank hosts are requesting this feature to be enabled for added security. A11. Show Card# This option allows you to choose from one of the two formats when masking card numbers. First 6 + Last 4: Show the first 6 and last 4 card# digits e.g ** **** 9999 First 2 + Last 4: Show the first 2 and last 4 card# digits e.g. 99** **** **** 9999 Housekeeping Menu 43

44 A12. Card Data Retention Days This feature allows Card Card transaction records to be purged automatically. Provide number of days you wish these records to be kept in the system. If you do not wish to turn this feature on, leave the value at 0. When a value is entered, credit card data older than this # of retention days will be purge after each daily closing. A13. CCA Workstation Add your current station s computer name to the workstation list. You are only allowed to add as many workstations as the # of licenses purchased. Only stations on this list are able to process CCA charges. Click the [Add] button to add your current workstation to the list. Generate New Key Part of the PA-DSS mandate is that all credit card numbers have to be encrypted using a software key. This key will be used for decrypting credit card data as well. If this key is lost, not only you will not be able to retrieve any previously processed card numbers, you will NOT be able to settle your outstanding credit or debit card charges if there is any. For first time setup, you MUST click the [Generate New Key] button before you will be able to use the PROFITEK integrated CCA features. When you click the [Generate New Key] button, a new encryption key will be randomly generated for your own use. There is a specific location where this key is kept. You are required to back up this key to an external device and store it in a safe place. Your PROFITEK installer would have configured the key storage location for you. Make sure you know how to back up this key. Although there is no real need for you to regenerate a key after it has been generated, you can certainly click this button again if you do wish to change the key. Bear in mind that when a new key is generated: Your existing key MUST be available All existing credit card numbers will be re-encrypted using the new key therefore the process might take a while to finish MAKE SURE you back up your new key afterwards You do not need to store your old keys unless you have archived data, which was encrypted using the old key. PIN for Show Card# PA-DSS also requires users to provide a personal identification number (PIN) in order to be able to view full credit (debit) card numbers. To configure employees PIN numbers, refer to the Employee chapter in this manual. 44 Housekeeping Menu

45 A14. Bank Host settings: Moneris (Base 24) Settlement Option: Bank Initiated Batch Close Bank closes the batch automatically at a preset time each night. Merchant Initiated Batch Close Print Pre-Auth Completion Slip Merchant (your restaurant) initiates batch close through POS (in this case, PROFITEK). Order Entry does this during daily closing. If checked, Order Entry prints a slip when the preauthorization is completed. See sample below. Air Miles These settings control the Air Miles integration Active Check to turn on Air Miles interface Dollars/Point The dollar amount spent to earn one Air Mile point. Max. Bonus The maximum number of Air Mile bonus points per transaction. Global Payment (Canada) Print Pre-Auth Completion Slip Same usage in Moneris (Base 24). Global Payment (US) Housekeeping Menu 45

46 PC Charge [Load Level2 Commercial Card Range] Load a database file that defines ranges of Level 2 credit card (Commercial) This is the bin.mdb file which is located in \\Program Files\Active Charge folder (installed during PC Charge setup). This file contains the range of the commercial card numbers. Paymentech Heartland Payment Systems 46 Housekeeping Menu

47 AR/GL AR for Accounts Receivable integration. Server The name or IP address of the workstation running ARServer Store Your AR dataset number as store 0 in AR0000DATA. Breakdown This parameter determines when transactions are imported into AR, how detailed the transactions are going to be. None: Only transaction amounts will be imported Item: Each item sales amount will be imported Subcategory: Sales are grouped by subcategories then imported Category: Sales are grouped by categories then imported # of Copies The number of receipts to be printed per transaction Warning Balance This is a feature designed for using ARW in a declining balance application. Your customer would pay a deposit and let balance decline when purchases are applied to their account. E.g. paying for meal plans in schools. When an account s balance falls below the warning threshold, the customer balance on the bottom left corner of the screen will be in red fonts. Thus this feature only works if you enable Show Customer Balance AR Discount Select Discount type for AR customer discount. You can set up certain AR customers to obtain automatic discount. When these discounts are applied to bills, the discounted amount will be associated with this selected discount type. Display Customer Remark Customer s remark will be displayed once customer number is entered on a bill Enter Account No. At The customer account number will be required at the Beginning Transaction beginning of each transaction (only applies to Rapid Entry sections) Enable Customer Search A search button will be provided for customer search by name Housekeeping Menu 47

48 Show Customer Balance Must Swipe Card Print Balance On Receipt Customer balance is shown on the bottom left of the screen. This feature only works with Enter account # at beginning transaction Enabling this parameter forces your employees to swipe the actual customer card on terminals to gain access to the customer info. Note: There is an Override Swipe Card (AR) security you can configure to allow certain employees e.g. managers to override this restriction and be able to manually type in card number if needed. Print customer account balance on receipt GL Setting This section is used for general ledger configuration. Store # Your GL dataset number as store 0 in GL0000DATA. Service Charge Account GL account for service charges Promotion Account GL account for promo Short/Over Account GL account for tender Short/Over CCA Rollover Clearing Account GL account for CCA roll over amounts Accounting Interface Serial Number Serial # issued by PROFITEK for activating Accounting Interface. Map/MFW/PD/IOC/CKO/IC Map Server Map interface is designed for delivery sections for printing maps and driving directions. If you have purchased Map interface, enter computer name or IP address of the workstation running Microsoft Map Point and the PROFITEK MapServer. Enter Serial # issued by PROFITEK for activating Map interface. Monitor This interface is for PROFITEK kitchen monitors. Monitors are used in the kitchen for displaying orders. To enable this interface, enter Serial # issued by PROFITEK. 48 Housekeeping Menu

49 Pickup Display This Pickup Display interface uses large screen TV for displaying takeout/pickup orders. To enable interface, enter computer name or IP address of the workstation running the Pickup Display Server and enter serial # issued by PROFITEK. Intercom Order Confirmation Interface This is a customized module. To enable this interface, enter Serial # issued by PROFITEK. Check Out System This is a customized module. To enable this interface, enter Serial # issued by PROFITEK. Inventory Control To enable this interface, enter Serial # issued by PROFITEK. Liquor Interface Order Entry supports interface to two liquor control systems. Type Filename Select Berg or Freepour from pull down menu Enter the name of the file which holds all inventory usage Ingredient Analysis Interface Order Entry supports interface to two third party IA systems. Type Select Food Track or Optimum Control Filename Enter the name of the file which holds all inventory usage Use Size Description As Item Prefix / Use Size # As Item Suffix These two settings determine the exported format of item numbers for size items. Using the following size table as an example: Size Description L M S If Use size description as item prefix is enabled, item # will be exported as L10005, M10005 or S If Use size # as item suffix is enabled, item # will be exported as , or Housekeeping Menu 49

50 FD/HFD Parameters for the PROFITEK Frequent Diner and Hotel Front Desk Interface. Frequent Diner (FD) Interface To enable interface, enter computer name or IP address of the FD server and enter serial # issued by PROFITEK. Enable Customer Search A [Search] button will appear when system prompt user to enter FD customer number Must Swipe Card Enabling this parameter forces your employees to swipe the actual frequent diner or VIP card on terminals to gain access to the customer info. Note: There is an Override Swipe Card (FD) security you can configure to allow certain employees e.g. managers to override this restriction and be able to manually type in card number if needed. Print # of Visits on Enable to print the number of visits on receipts Receipt Redemption Mode Manual: To redeem items manually by pressing the [Redeem] button. Auto: Order Entry will automatically redeem items as soon as there are enough points to redeem qualifying items. Redemption Method By Item: This setting allows redemption against items By Tender: This setting allows redeeming points against bill balance. Item redemption is disabled. Enter Customer ID This parameter determines when Order Entry will prompt for customer ID. At Open When a bill is opened 50 Housekeeping Menu

51 FD Discount Membership Item Renewal Item At Print When bill is being printed At Payment When a bill is being closed Manually Employees will use the Frequent Diner function button manually to enter ID. Select the discount type to be used for FD Customer discount, and redemption. (Redemption is treated as sales discount) If you wish to charge for FD membership, create an item to represent the membership fee. Link the item to this parameter. When you activate a FD customer from order entry, it prompts for payment. Similar to the above, if your membership has expiry and if you wish to charge for renewal, create an item to represent membership renewal fee and link it here. Hotel Front Desk Setting To enable interface, enter computer name or IP address of the station running HFDServer and enter serial # issued by PROFITEK. Interface Type Select interface type from pull down menu. # of Copies The number of receipts to be printed per transaction Revenue Center Based Global Assign a global Revenue Center On Workstation Code Use Revenue Center defined under workstation code Section Use Revenue Center by section defined in table below Housekeeping Menu 51

52 GC/Asia Miles Gift Card Setting To enable GC interface, enter computer name or IP address of the station running GCServer and enter serial # issued by PROFITEK. Processor Terminal ID # of Copies For Pre-Authorization Slip Must Swipe Card Enter Reference Print Receipt After Payment Action on Insufficient Fund Refund Item Choose between PROFITEK GC or PCCharge For use with PCCharge interface only # of slips to be printed if you use GC Pre-authorization (available on tender screen when closing bills) Enabling this parameter forces your employees to swipe the actual gift card on terminals to gain access to the card balance. Note: There is an Override Swipe Card (GC) security you can configure to allow certain employees e.g. managers to override this restriction and be able to manually type in card number if needed. Prompt to enter the reference Print a receipt when payment is completed In case the card balance is insufficient to pay bill: Continue Apply full card balance and allow customer to pay remaining bill balance via other means. Prompt Prompt employees. Let customer decide whether to continue (as described above) or pay full bill via other means. Block Customers are not allowed to use giftcard If you allow refunding gift cards, you need to link this to a 52 Housekeeping Menu

53 gift card item. You can create a new item for this purpose or use the same gift card item used for sale Asia Miles Fill in following parameters provided by Asia Miles Card Company. Partner Code Currency Code Establishment Code Housekeeping Menu 53

54 Company Information ** If you wish to change the company name, address and/or phone number shown on this screen, you need to contact a PROFITEK sales representative through our regional office or dealer. You need a new software serial number in order to complete the change. Parameters on this screen record information pertaining to your business and the PROFITEK software license. Most of these probably would have been set up by the technician who installed your system. If you do need to enter your company name and address yourself, bear in mind that all spaces and punctuation marks are significant. Any discrepancy would throw the serial number off. The Store No. parameter is only useful if you are a chain store and have other optional PROFITEK modules e.g. Gift card, Frequent Diner, Host Control, etc The following parameters are the ones that you could change any time without causing conflict with the software serial number. Once these are filled in, they will be printed on receipts. Fax No. Website Business No. Fax number is printed on the same line as your phone number. If you do not wish to have your fax number printed, leave this blank. Your website address will be printed on receipts below your telephone and fax numbers. It is where you enter your business number (also known as GST number in Canada). 54 Housekeeping Menu

55 Tender Type Define tender types that your business accepts in the screen. There must be at least two tender types in the POS: CASH and No Change. The No Change tender is created for you by default. It is only used for balancing tender totals on your sales report and is hidden from your bill payment screen. When you press the [PYMT] button in Order Entry to close a bill, you will see all your tenders except this No Change. DO NOT delete this tender. Creating new Tender Types You must assign a unique tender ID. The ID can be any number from 1 to 99 Fill in the name of the tender in Description 1 and press [ENTER] Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Refer to the following parameters and configure accordingly Click the [SAVE] button to save new tender Parameter Enter Reference Description If enabled, an on-screen keyboard will pop up asking for a reference when this Tender Type is selected during payment. Mostly used for recording cheque numbers if you do collect cheque payments. Housekeeping Menu 55

56 Interface This drop down menu allows you to select an interface type. Default is N/A (Not applicable). Type Credit Card Debit Card HFD AR Deposit Gift Card Point Redemption N/A Description For integrated PROFITEK CCA use ONLY. Select this for all Credit Card types E.g. Visa, MasterCard, etc For integrated PROFITEK CCA and Canadian Interact use ONLY. Select this for Canadian Debit cards For integrated Hotel Front Desk interface use to allow your customers to charge to their room For integrated Accounts Receivable module use to allow your customers to put charges on their account For redeeming deposits Note: If you are using the Order Entry deposit feature, you MUST define a tender using this type. For integrated GIFTCARD module use to allow payments via gift cards For integrated Frequent Diner module use to allow your customers to redeem points against bill balance. If you only allow point redemption against menu items, you do NOT need to create a tender with this type When none of the above applies. e.g. Cash, Cheques, Coupons, etc. Change Type The drop down menu allows you to select system response when change is required during payment. Change Type Cash Tip No Change Same Description Give CASH back as change Change will be considered gratuity (tips). Select this for all credit cards and debit card Change will NOT be given back to customers but will be forfeited. Certain businesses do NOT give change back when their guests pay for a $20 bill using a $25 gift certificate or coupon. NOTE: This is exactly why there MUST be a No Change tender defined in the POS. Without this No Change tender, your reports will not balance. Give change back in the same tender type as the one being applied. For example, 1. For Canadian customers who wish to give US currency change back when USD is collected. Select Same. If one wishes to 56 Housekeeping Menu

57 Not Greater give change back in local currency, select CASH. 2. In some businesses, owners would issue a $5 gift certificate when a guest pays for a $20 bill using a $25 gift certificate. If selected, users cannot enter a tender amount that is greater than the bill amount. Exchange Rate Cash Drawer # Bank Deposit Access Level Tip Deduction Rate Fixed Amount Receipt Printer Menu Color GL Account Enter exchange rate if the current tender is a foreign currency; Otherwise, leave this value at 1. You can have the cash drawer opened automatically when the current tender is selected,. PROFITEK supports up to 4 drawers per station. Drawers are numbered 1 to 4. If you have only one drawer, enter 1. If you do not require the drawer to open for this tender type, leave this value at zero. This feature is solely used for the Sales Audit Report. All tenders with this setting enabled will be grouped together in a separate section. Refer to report sample on page 148. If you wish to restrict access to this current tender, configure a security level from 0 to 9. 0 means no restriction. If you wish to charge servers a certain percentage of credit card tips, define percentage here. Note: Tip reduction amount will be shown on server/cashier/daily close reports. It will be deducted from the net cash tender amount and also added to the ACCT FOR (accounted for) amount because this is considered part of the restaurant s revenue. When you select a tender during closing a bill, Order Entry asks you to enter tender amount unless the tender has a fixed amount. You can use this to create a tender which represents a fixed face value e.g. a $20 Gift Certificate tender. In this case, you would enter $20 here. Receipts are printed to printer queues assigned in Workstation Code and Section parameter. If you wish to print receipt to a different printer when this tender is selected, select print queue from pull down menu. Example: you might wish to print receipts to a laser printer for your On/Account charges. NOTE: This feature won t work unless you enable print receipt after payment (a parameter in Order Entry Floor Plan Edit Section) Select color of tender button from color palette General Ledger account for this tender Editing Tender Types Double click on desired tender type or highlight desired tender and click the [EDIT] button After applying changes, click the [SAVE] button Housekeeping Menu 57

58 Deleting Tender Types NOTE: You are not allowed to delete a tender type during the day if the tender has been applied to any bills. In that case, delete tender after daily close. Highlight desired tender and click the delete button Click [YES] to confirm Denominations This feature allows you to define denominations for a specific tender type e.g. CASH, USD, etc. Denominations must be defined if you wish them printed on server/cashier reports. To define denomination, select desired tender from the list of tender types. Click the [Denomination] button. To add a denomination, type in the description and face value of the denomination and then press ENTER or click the [Add] button. To edit a denomination, select desired denomination from the list then click the [Edit] button. Make desired changes and click the [Update] button. To remove a denomination, select desired denomination from the list then click the [Delete] button. It is very important that you click the [Save] button to save the changes after you finishing adding, editing or deleting. 58 Housekeeping Menu

59 Discount Type Before you can apply any discounts to a bill, you need to define you discounts using this menu option. Creating new Discount Types You must assign a unique discount ID. The ID can be any number from 1 to 9999 Fill in the name of the discount in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Refer to the following parameters and configure accordingly Click the [Save] button to save new discount type Parameter Max Percentage Max Amount Amount Required Access Level Description The max discount percentage to be allowed. When used with Fixed Percentage, this will be the percentage that will be discount to the bill/item The max discount dollar amount to be allowed When used with Fixed Amount, this will be the dollar value that will be discount to the bill/item Minimum bill total (before taxes & discount) to qualify for discount If you wish to restrict access to this current discount, configure a Housekeeping Menu 59

60 security level from 0 to 9. 0 means no restriction. NOTE: This Access Level is also used to override the Min/Max Amount required for the discount to take effect on a Subcategory. Fixed Percentage Fixed Amount Enter Reference Inactive Apply On Apply Tax GL Account If the discount Access Level is equal or higher than the Discount Access Level under the Subcategory, the Min/Max Amount requirement will be ignored Check this box to configure discount as a fixed percentage discount. For this to work, you MUST define a number as a Max percentage. When the Max % is configured to 10%, when this discount is applied to a bill, 10% is offered. On the other hand, if this box is unchecked, this discount is considered an OPEN discount, which allows employees to enter a discount percentage at time of application. Check this box to configure discount as a fixed amount discount. E.g. you can set up a $5 coupon as a $5 fixed amount discount. If enabled, an on-screen keyboard will pop up asking for a reference when this discount is applied. Uncheck this box to temporarily disable this discount type Select to allow current discount on bill only, item only, or both This setting determines if taxes should be applied to bill amount BEFORE or AFTER discounts General Ledger account for this discount Editing Discount Types Double click on desired discount type or highlight desired discount and click the [EDIT] button After applying changes, click the [SAVE] button Deleting Discount Types NOTE: You are not allowed to delete a discount type during the day if the discount has been applied to any bills. In that case, delete discount after daily close. Highlight desired discount and click the delete button Click [YES] to confirm NOTE: After making changes to your discount types from this menu option, you MUST restart Order Entry from all stations for new changes to take effect. You will be reminded when you close this discount screen. 60 Housekeeping Menu

61 Expense Type This menu allows you to define allowable expenses (also known as pay-outs). If you allow employees to use cash from your tills for various expenses, they should declare them on the POS to properly account for the money. You need to define expenses using this menu option before your employees can declare them. Certain businesses use separate petty cash for paying incidental expenses. In that case, you do NOT need to create any expenses here. Creating new Expense Types You must assign a unique expense ID. The ID can be any number from 1 to 9999 Fill in the name of the expense in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Refer to the following parameters and configure accordingly Click the [Save] button to save new expense type Parameter Max Amount Access Level GL Account Description Maximum allowable amount to declare If you wish to restrict access to this current expense, configure a security level from 0 to 9. 0 means no restriction. General Ledger account for this expense Housekeeping Menu 61

62 Editing Expense Types Double click on desired expense type or highlight desired expense and click the [EDIT] button After applying changes, click the [SAVE] button Deleting Expense Types NOTE: You are not allowed to delete an expense type during the day if the expense has been applied to any bills. In that case, delete expense after daily close. Highlight desired expense and click the delete button Click [YES] to confirm 62 Housekeeping Menu

63 Quick Cash This menu option allows you to define the face values of the four Quick Cash buttons that appear in the Payment Screen in Order Entry. Enter desired value in the corresponding box. You can enter values with or without the $ symbol. If your business deals with $5 bills more often than $100 notes, you can change these buttons to represent $5, $10, $20, and $50. Note: these four buttons always are treated as your local CASH currency. WARNING: The Regional Settings in your computer s Control Panel in Windows has an effect on the values printed on your POS reports. If you change your currency symbol or format to something that is different from $123,456,789.00, they might create adverse effect on your reports. For example if you change your regional setting to Chinese (PRC) or Chinese (Taiwan), your reports will print display values in the format of , or NT$ Housekeeping Menu 63

64 Shift This menu option allows you to define your shifts. Shifts are being used in Server/Cashier closing, Employee scheduling, and reporting. Creating Shifts You must assign a unique shift ID. The ID can be any number from 1 to 99 Fill in the name of the expense in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Fill in the start and ending time of the shift. Enter time in 24-hour format e.g. 14:00 = 2pm The Start and Ending time of different shifts should NOT overlap each other. A shift can run past midnight e.g. you can have a shift that runs 16:00 to 02:00. Click the [Save] button to save new expense type Editing Shifts Double click on desired shift or highlight desired shift and click the [EDIT] button After applying changes, click the [SAVE] button Deleting Shifts NOTE: Try NOT to delete any shifts once you gone live. Highlight desired shift and click the delete button Click [YES] to confirm 64 Housekeeping Menu

65 Tax Definition This menu option allows you to define your local taxes. Creating/Editing Tax Creating a new tax or editing an existing tax is just as simple as filling out the names and rate of the tax. Tax names can be up to 10 alpha-numeric characters in length. Fill in Tax Description 1 and Description 2. Tax No. represents the taxation number assigned to your business by your local Government department. This is mainly designed for customers in the USA. Certain states would issue a different tax number per sales tax. In that case, attach the corresponding tax # to the proper tax. Tax# is printed right beside the tax name on the receipt. For Canadian customers, each business is assigned one taxation number known as GST number or business number. This number should be entered through the Company Information menu option. Business number is printed on top of each receipt with your address. If you wish, you could also enter your GST # here. The only difference between Business # and Tax# is the location of the number printed on receipts. Define tax Rate% Eligible Amt and Rebated Rate% work in conjunction with each other. When a bill amount is less than the Eligible Amount, Rebated Rate will be applied to the bill instead of the regular Rate. In Ontario, Canada, HST on food is charged 5% when the bill amount is less than $4 dollars. Click the [Save] button after you finish making changes. Housekeeping Menu 65

66 Refer to the following table for other parameters. Parameter Min Amount Default in Subcat. Taxable Included in Price Eligible GL Account Description If a bill total is below this amount, this tax will be exempted. In Ontario, if a bill is below $4, food items are PST exempted. These are defaults being used by subcategories. If enabled, when a new subcategory is created, this tax, the Tax included in Price and Eligible for Rebate features will be automatically enabled. General Ledger account for this expense Deleting Tax Deleting a tax can be accomplished just by deleting the name and resetting the rate to zero. Rounding Rule Choose how you would like taxes to be rounded. For example: If tax rate is 7%. The tax amount on a bill, whose subtotal comes to $11.19, should be in 4 decimal places. Round to Nearest: always round tax amount to the nearest 2 decimal places (Default) Using the example above, this bill would charge $0.78 tax. Round Up: always round up tax amount to 2 decimal places Using the example above, this bill would charge $0.79 tax. Item Tax Exemptable Default This is a default setting for the Tax Exemptable property when creating new items. Default setting is Exemptable. 66 Housekeeping Menu

67 Workstation Code In a PROFITEK Restaurant Management System, each workstation is assigned a station ID: WS01, WS02,, WS99. This menu option allows you to configure each station individually based on the station s hardware peripheral. Creating a Workstation Code By default when the system is installed, workstation ID 01 is already created. You can manually create a new station code by typing in a unique ID. IDs are 2 digit numbers. A leading zero will be automatically added to all single digit IDs. When configuring multiple stations, it might be easier if you first finish configuring station 01 then use the [Copy To] button to copy settings over to another station code then configure the new ID individually. Assigning Workstation code Once you finished configuring all station codes, you just need to go to each station and assign a code to the station. Double click desired workstation code from the left column. Click the [Assign Workstation] button. This will assign this selected workstation code to your current station. You will notice the Workstation Code (WSxx) shown on the bottom status bar being updated to the new code. Housekeeping Menu 67

68 Editing a Workstation Code Double click desired code from the left column or enter the code ID. Deleting a Workstation Code Double click desired code from the left column. Click the delete button. Note: You are NOT allowed to delete station code 01. When Order Entry is launched from a station, if the station is assigned a station ID but the code does not exist in Workstation Code, the station will assume the WS01 configuration. Parameter Description Printer Receipt Map Closing Slip GC Inquiry Slip Display Pole Pinpad Scale Caller ID port Order Card Read Lock to Section Fingerprint Sensor Revenue Centre Description Allow you to give a name to the station e.g. Hostess, Bar, etc Your print queues should be created beforehand. Assign a print queue to each of the following printers. For printing receipts For printing maps for delivery orders. You need to purchase the PROFITEK MAP interface for this to work. For printing closing reports (in 3 1/8 slip format) By default, closing reports are printed to the receipt printer configured for this station. You only need to configure this property if you wish to override default and send reports to a different printer. For printing gift card balance slips when you inquire a card Configure port which your display pole is connected to and the model of display pole you are using. Select None to disable device. NOTE: This property is only for Canadian customers accepting debit (Interact). Configure port which your pinpad is connected to and the model of pinpad you are using. For certain processors e.g. Moneris, and Global Payment, you also need to fill in the unique Debit Terminal ID and pinpad serial number. Select None to disable device. Configure port which your electronic scale is connected to. Make sure your scale is a model compatible to the PROFITEK specification. Select None to disable device. Configure port which your Caller-ID device is connected to. Make sure the model is supported by PROFITEK POS. Select None to disable device. Configure port which your Order Card Reader is connected to. Select None to disable device. If you wish to lock this station to a specific floor plan section, select desired section. Employees will not be able to access any other sections other than the assigned section when using this workstation. For example, if this is a takeout station and you do not wish staff be able to access tables in other sections, lock this station to your takeout section. Select model of fingerprint sensor you are using. Select None to disable device. Define revenue centre for this station (Max 10 alpha-numeric 68 Housekeeping Menu

69 Intercom Order Confirmation Interface Server Display Monitor Can Close Bill Log Off On Exiting Bill Cashier System Server System Enable Event Price Disable Time Clock Disable Kitchen Printer/Monitor characters). See further explanation on Revenue Centre on page 71 Enter the IP address or computer name of the workstation which is used as the Intercom Order Confirmation Interface Server If you are using a Customer display monitor, enable this. Enable this if you allow bills to be closed from this station. If you have a dedicated cashier which handles all bill closing, we usually disable this on all other stations other than the cashier station. Enable this if you wish to log off employees once they exit a bill. This setting is usually enabled on server stations to prevent employees from forgetting to log off after opening a bill. In that case, another employee coming up to the station would be accessing the station under the previous employee s code and access level. Enable this if this is a cashier station. Once this setting is turned on, cashier close MUST be done before you are allowed to perform a daily close. Enable this if servers handle their own cash. Once this setting is turned on, all servers MUST do a server close before daily closing is allowed. Enable this to allow Event Pricing to take effect on this station. For example you are running a special Wings night on Tuesday when chicken wings are on special price but the special is only offered to dine-in customers, you would create an event pricing but disable this Event Price property on the takeout station. Enable this button if you do not wish employees to clock in/out on this station. Once enabled, the time clock button will be hidden. You could use this feature to prevent orders from going to certain order printers or kitchen monitors when the orders are rung in from this workstation. For example, you might want to disable the BAR order printer on the BAR station. When the bartender takes orders straight from customers in front of him, there is no point to print his own orders to his order print. Disabling Kitchen Monitor Select the kitchen monitor that you wish to disable for this workstation by checking off the boxes beside the corresponding kitchen monitor. Disabling Order Printer Select the Printers that you wish to disable for this workstation. Click the [ >> ] button to select desired printers to be disabled, and click the [OK] button. Note: this option is not applicable for Delayed Order. Cash Drawer/Coin Dispenser You can connect up to four cash drawers per workstation. The 4 buttons on the left represent the drawer #. This is the number which you would attach to a tender type to allow the station to control the drawer. There are various types of drawer interfaces. Select proper drawer Interface type and port. If your drawer is Housekeeping Menu 69

70 connected to your receipt printer, select port on the station which your printer is connected to. Drawer This property only accepts two values: 1 or 2. This # represents the port number of a dualdrawer interface box. Do NOT mix this up with the 4 drawer numbers. Dual drawer box allows you to connect two drawers to one receipt printer. If you do not have a dual-drawer box, always set this value to 1. Detect Open This is a feature primarily designed for fastfood restaurants. Certain models of drawers allow stations to detect status of the attached drawers. If your drawer supports this feature, configuring this setting would prevent employees from opening new bills if they leave the drawers opened. Select Status 0 or Status 1 to enable detection. This is a trial an error type configuration as different model of drawers work with different status. Select No to disable detection. Coin Dispenser Port You could test any drawer by clicking on the corresponding Drawer # button. If information is configured properly, the drawer should open. Configure port which your Coin Dispenser device is connected to. Leave this value blank to disable device. 70 Housekeeping Menu

71 Revenue Centre Each computer is assigned a Workstation Code, which is in turn assigned to a Revenue Center. Revenue Centre is used for cashier closing to ensure cashiers properly account for money from bills which they closed. For sales analysis, certain reports allow you to filter by revenue centre. Note that you do NOT need to create a different revenue centre for each section because there are sales reports which allows you to filter by section so that you can compare sales by section. You would rather use revenue centre to group sections based on a different criteria. For example, using the following sample, the restaurant also runs a bakery shop on the side, you could group WS02, WS03 and WS04 to one revenue centre, and WS01 to a different revenue centre. Bakery shop Revenue Centre: Bakery Restaurant Revenue Centre: Restaurant Store The station where a bill is closed from determines which revenue centre the sales will go to. For example, if you open a bill on WS01 and close it on WS02 or WS03 then the Restaurant Revenue center would be accounted for the sale. When you do Cashier Closing for the Restaurant Revenue Center, Order Entry will only include bills that were closed from WS02 and WS03. Note: Daily closing includes ALL bills regardless of Revenue Center. Housekeeping Menu 71

72 Print Queue This menu option allows you to define print queues. Each print queue represents one printer but one printer might be serving more than one print queue. You send orders to print queues. The RMPrintServer directs orders to the physical printers. If the designated order printer is off line, RMPrintServer is responsible for re-routing orders to the backup print queue you assigned. Therefore RMPrintServer is a very critical component that needs to be running for orders to be able to print. In the diagram shown below, arrows represent print queues. The kitchen printer is serving two different print queues Kitchen and Expediter. Kitchen Receipt Kitchen printer POS Receipt printer Expediter Bar Bar printer 72 Housekeeping Menu

73 For print queue setup, you need: - at least one print queue for each physical order printer - at least one print queue for receipt printing Optional print queues: - a print queue for printing map (if you have the MAP interface) - a print queue for printing invoice if you wish to print invoices Where print queues are assigned for various types of printing: Back Office Order Entry Parameters Section Kitchen Printing Workstation Code order parameter Printing Parameter Receipt Map Closing Slip GC Inquiry Slip Void Item Printer To Go Printer Central Bell Printer Transfer Slip Printer Stock Refill Slip Printer Packing Slip Invoice Select Invoice from the Format drop down menu. Default Kitchen Order Parameter This feature allows you to optionally define default print queue parameters. New print queue created will assume these default settings. Click the [Default Kitchen Order Parameter] button to pop up the following screen: Check each box that applies. Housekeeping Menu 73

74 Testing Print Queues If you wish to test a certain print queue to see if the DEVICE property is configured properly, highlight desired print queue and click the [Test Printer] button to send a test page. If the test page prints, the queue is working. All printers If you wish to test all Print Queues, enable the All Printers box then click [Test Printer]. Creating new Print Queues You must assign a unique print queue ID. The ID can be any number from 1 to 32 Fill in the name of the print queue in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Refer to the following parameters and configure accordingly Click the [Save] button to save new print queue Editing a Print Queue Double click desired print queue from the list or enter the print queue ID. Deleting a Print Queue Highlight desired print queue from the list. Click the delete button. Confirm by clicking [Yes]. Parameter Device Printer Type Description Name of the printer. This corresponds to the name of the printer driver if printer is local or the share name of the printer if printer is shared across network. Use full UNC naming convention e.g. \\WS02\BAR. You can click on the Magnifying Glass to select a printer from the Printer folder. NOTE: If you are using a network interface printer, you should install the printer driver on one of the stations and share it. Select type of printer from drop down menu. Supported printer types are listed in the following table. Printer Type TM-U200 TM-T88 IBM 4610 Star TM-H5000II (Receipt) TM-H5000II (Slip) Laser Label TM-T88 No Cut Description for Epson Dot Matrix printers for Epson Thermal printers IBM POS Thermal printer Star Dot matrix Printer SP300 model for any A4 size printer for label printer for Epson Thermal printer with paper cut 74 Housekeeping Menu

75 Print Mode Select between TEXT, and GRAPHIC printing mode. Plain Text mode is only used for DVR text overlay, which should be installed and configured by an experienced technician. Feature TEXT GRAPHIC Plain Text Speed Fast Slow N/A Print in RED Yes No N/A Font size selection 4 sizes: regular, double width, double height, double width and height All sizes that are supported by selected font N/A Backup Printer Skip Lines after Printing Skip Lines before Printing Language Kitchen Order Parameter Graphic mode is used primarily if you wish to set the font sizes to one which is even bigger than the double width/height printed size. Or if you wish to print orders in a specific language which the printer does NOT support. Select a print queue as backup Once a backup print queue is assigned here, when the original order printer is offline, orders will automatically be re-directed to this designated backup queue. If you have more than one order printer in the kitchen, you might choose the next closed printer as backup. If you have only one order printer in the kitchen, you can use the receipt printer as backup. In which case, servers will have to take the orders in to the kitchen. the number of blank lines to skip at the bottom of each chit after printing orders the number of blank lines to skip at the top of each chit before printing orders Select language for chits See below Kitchen Order Parameter These parameters allow you to configure how information is printed on each order chit, which covers all kinds of chits including both kitchen and bar chits. Note: these parameters have no effects on other queues e.g. receipts and maps. Receipt printing are configured in the Housekeeping Parameters menu Receipt Parameter) Kitchen Order Parameter Item# Desc Show Price Show Total Qty Show Bill Total Show Discount Print Bill# Barcode Description Print item# on order chits Enable each item description to print on chits Print price of each item and modifier (if non-zero) Print an extra line at bottom of each chit showing total quantity of orders; This is a sum of all quantities; Not the total # of items. Print bill total amount (including tax) at bottom of each chit Print bill discount amount on bottom of chit Print a barcode which represents bill#. Scanners can then be used Housekeeping Menu 75

76 to bring up the payment screen for the bill speeding up the whole process You can only enable either Expediter or Group by Service Expediter (Individual Guest) Expediter is used with Pivot Seating. Orders are grouped and printed in ascending order of Guest# Group by Service When enabled, items are grouped and sorted by service # when printed. Service # is based on subcategory order priorities. See Items Manual for more detail on usage. Print Guest Number For Pivot seating feature use. For this to work, you MUST turn on both Pivot Seating and Enter Seat Number. When enabled, Guest # will print on the right side of chits. Print Address for Delivery Order Print Combo with Component Print Component as Item Sum Item For delivery orders, print customers address Always print the name of the combo when printing combo components Normally when printing combo orders, combo components are printed indented. When this is enabled, indents are removed. As a result, combo components are printed exactly like regular items. If enabled, items with same name are summed up if no modifiers are attached. If items are the same but attached with different modifiers, they will NOT be summed. 1 Mushroom Burger 2 Mushroom Burger 1 Mushroom Burger Sum Item with Modifiers Sum up item and modifiers with same name 2 Mushroom Burger 3 Mushroom Burger With Onion 2 With Onion 1 Mushroom Burger 1 Without Onion Without Onion 76 Housekeeping Menu

77 Sum Combo Similar to Sum Item, this adds up same combo items together when printed Sum Component Add same combo component items together If this parameter is turned on, you should also turn on Sum Combo. See sample. Base on Priority Items on chits are grouped and sorted by priority before printed E.g. print appetizers before entrees. Kitchen Bell Enable this if printer has a kitchen bell attached Blank Line between Items Skip a blank line between items on chits Print Section Name in Red Print the name of the section in red. Section names are printed at the top portion of chits. Smart Item Printing This parameter works in conjunction with the Include in Smart Item Printing parameter in Subcategory. Items in subcategories with this parameter enabled will always print together in order chits when they are ordered together in a bill. For example. Assume all print queues have Smart Item Printing enabled and all subcategories have Include in Smart Item Printing enabled. If Garden Salad is configured to print to SALAD printer and Salmon prints to ENTREE printer. If a guest orders a Garden Salad and a Salmon, both the Garden Salad and the Salmon will be printed to the both order printers. If the guest only orders the salad, Garden Salad will only print to the SALAD printer. # of Items per Chit Define the maximum number of items printed on each chit. Enter a value from 1 to 99. Max Qty per Chit This parameter is activated only when the # of Items per Chit is set to 1. This limits the maximum total quantity of each item on each chit. For example if you set this number to 2, when you place 3 orders of one item, 2 orders will print on one chit and the third is printed on separate chit. Housekeeping Menu 77

78 Setting up MAP Print queues If you have the PROFITEK MAP module and wish to print maps for your delivery orders, you need to create a separate print queue to handle map printing. Maps can be printed to thermal receipt printers or to laser printers (letter size). Map queue requirements: Print Mode: Graphics 1. Select TM-T88 No Cut Printer Type if you wish to print maps to receipt printers You also need to install a separate printer driver on the station which the printer is attached to. Use an EPSON TM-T88 No Cut driver. 2. Select Laser Printer Type if you wish to print maps to laser printers. Setting up Invoice Print queues Create a print queue with the following parameters: Printer Type: Laser Print Mode: N/A; you can pick any mode. Launch Order Entry. Open desired section. Click [Edit Section]. Click the Printing tab. Configure Printer 1 or Printer 2 and map them to the invoice print queue. You MUST set the Format to Invoice. Printer Redundancy & Print Server Setup The printer redundancy feature increases the reliability of the printers in the system. To achieve this, every order printer (print queue) is assigned a backup queue and whenever the primary printer fails, all print jobs will be re-routed to the backup queue. Backup queues themselves can have their own backup queue. Therefore, through repeated re-directions (if necessary), the system should eventually find a printer that can process the print job. When the primary printer comes back on line, print jobs will automatically resume to their original configuration. The printer redundancy feature should already be properly set up by a technician beforehand. However, there may be circumstances when you may want to configure the printer redundancy feature yourself. Setting up Backup Printers Go into Print Queue, and for each print queue, specify which printer is to be the backup printer for the print queue. When orders are re-directed, the chits Setting up the Print Server Program The Print Server is a separate program that monitors your printers and detects when a printer fails. 78 Housekeeping Menu

79 To setup the Print Server program, first, make sure the program is running. If it is running, you should see the Print Server icon on the bottom right hand corner of your windows task bar, where all your tray icons reside. Click on that icon to have the program s set up window appear: All the print jobs have to be handled by the Print Server. Enable the Run at Startup check box, then the Print Server program will automatically startup every time when you startup the computer. Every print queue that has a backup printer needs to be monitored by the Print Server program. Enable Log Print Jobs check box to keep track the print jobs. Click the [Hide] button to minimize the print server program to windows task bar. DON T exit the print server program. Otherwise no print jobs will be processed. When orders are being re-directed, the orders printed on the backup printer will show the following message on top of the chits. XXXXXX is down!!! Job Redirected where XXXXXX is the name of the primary print queue. On the station running Print Server, a message similar to what is shown below will pop up. Click the [Dismiss] or [Do Not Show Again For An Hour] button to hide this screen. Housekeeping Menu 79

80 GL Chart of Account This menu option allows you to enter/modify your chart of GL accounts if you have the PROFITEK accounting interface. The interface comes with a program which allows you to import your entire chart of accounts from a text file exported from your accounting software. If you choose to not import the entire chart, you could manually define the few accounts that the POS needs. You could also use this feature to modify the GL accounts in the POS. Creating new GL Account You must first assign a Department Number. The No. is an alpha-numeric code which can be up to 4-character length e.g. 000, 0002,etc. If the Dept number is new, you will be asked if you wish to create a new dept based on an existing one. If so, enter the dept number which you would like to copy from. What this will do is that it will copy all account numbers from the source dept to your new dept. You must then assign a unique Account Number. The No. is a alpha-numeric code which can be up to 5-character length e.g = Current Asset Fill in the name of the GL Account in Description 1 and press [ENTER] Maximum 30 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Fill in Account ID if your accounting software is using a totally different account number format e.g. if the length of your account # is > 5 character length. When journals are exported, the Accounting Interface will use these account IDs instead of the account numbers. Click the [Save] button to save new GL Account Editing a GL Account Enter or click the search button to locate Department Number 80 Housekeeping Menu

81 Double click desired GL Account from the list or enter the GL Account No. Make desired changes and click [Save] when finished Deleting a GL Account Enter or click the search button to locate Department Number Highlight desired GL Account from the list. Click the delete button. Confirm by clicking [Yes]. Print GL Account Setup This function allows you to print and verify all GL Accounts defined by user. Sample Report Housekeeping Menu 81

82 Export Transaction Summary This menu option allows you to export your sales history to a text file. Select desired date range to export. Then fill in name of the exported file. You should enter a full file path including a CSV file extension. Otherwise the exported file will be saved in the PROFITEK\BIN folder. The exported file will be a text file in Comma-Separated Values (CSV) format which can be opened using Excel or any word processor e.g. Notepad or WordPad. Sample export file show below. 82 Housekeeping Menu

83 Backup Database You are supposed to back up your data regularly if not daily. Backup sets should also be kept on external devices e.g. DVD Rewritable optical disks or USB storage devices. Use multiple disks or USB devices and rotate them for backup. Ideally, one set of the backup disk or device should be kept off site. If your backup parameters are not pre-configured by your installer or you wish to make changes, click the [Change Setting] button. Backup Parameter Backup Folder on SQL Server Machine UNC Share Name for Backup Folder if Accessed From Another Station Keep # of Backup Set Auto Backup Time Description Each time backup is run, the SQL server MUST create the backup files on its local drive. Define folder where the files will be saved Note: this parameter is only needed if you will be starting backup from a station other than the file server. For the same reason as stated above, you will need to define the path of the destination folder except the name MUST be in a UNC format e.g. \\WS01\BACKUP, where WS01 is the file server and BACKUP is a shared folder on WS01. You can keep multiple backup sets if you wish. For example, if you wish to keep 7 sets of backup at all times; 1 set for each day of the week, enter 7 here. If you are letting Order Entry perform automatic daily backup, configure the time you wish backup to start. Use 24-hour time Housekeeping Menu 83

84 Path 1 Path 2 format e.g. 02:00 means 2am For this to work, you MUST define which station you wish the backup to be initiated from and that particular station and the file server (if different from the station running the backup) MUST be left on overnight. To define station responsible for starting backup, go to Housekeeping -> Parameters -> Closing Parameter. Refer to page 27. You can define up to two alternate paths to store your backup sets including the path to your DVD Writer or external devices e.g. E:\, F:\BACKUP, or even another station on the network \\WS02\BACKUP. Starting a backup There are multiple ways you can start a backup. 1. You can initiate backup manually right from this screen. Click the [Backup] button to start backup. 2. You can create a desktop shortcut and double click the shortcut to start backup manually. The shortcut s target should be D:\PROFITEK\BIN\RMW.EXE BACKUP Change the drive letter if your PROFITEK POS is installed on a different drive e.g. C: 3. You can schedule Order Entry to back up automatically at a pre-set time each day. Refer to Auto Backup Time in table above. 4. You can create a Scheduled task in Windows to automatically run backup at a pre-set time each day. Purge Log This menu option allows you to purge (delete) old logs. You should perform this function on a regular basis to prevent these data files from getting too big. These logs record date/time and employees who have accessed any security functions and contains no sales data what so ever therefore are safe to be purged. NOTE: Once information is PURGED, you won t be able to retrieve them unless data is restored from backup. Select Cut Off Date All log information on and before this date will be purged. Select the type of logs you want to purge. Press the [OK] button to purge the selected logs or the [Cancel] button to exit. Alternatively, you can configure these logs to be automatically purged after being kept for a certain number of days. To configure this, click the [Set Retention Period] button. 84 Housekeeping Menu

85 Specify a retention period (# of days) for each type of log. When you exit from Back Office, logs will be purged automatically. If you do not wish certain logs to be automatically purged, leave the retention day at zero. Purge Work Hours This menu option allows you to purge employee work hour information. NOTE: Once information is PURGED, you won t be able to retrieve them unless data is restored from backup. By default, the All servers box is checked. If you wish to purge only a few particular employees, uncheck this box then select desired employees. Enter or select cut-off date. All work hours information prior to and including this date will be purged. Press the [OK] button to perform purge. You can have Back Office remind you when you have work hour data older than a certain # of days. Set desired # of days in the box. If you are only configuring this reminder but do not wish to purge any data, click the [Cancel] button after you defined the reminder day. Do not click [OK]. If you do not wish to have this reminder, leave this value at zero. The reminder will pop up next time after you finish printing your Work Hour Report. (as shown below) Housekeeping Menu 85

86 Purge History This menu option allows you to purge your sales history. When using this feature, before the data are actually purged, they will be automatically exported to Transaction Summary files (one file per month). The exported text files will be stored in the \PROFITEK\DATABASE\TXNSUMMARY folder in CSV format. NOTE: It is your responsibility to comply to regulations imposed by your local authorities as to how long a period of sales history you need to keep. Before purging sales information, you should make sure you have backed up your data and store your backup in a safe place. Once information are purged, you will not be able to retrieve them unless from backup. NOTE: DO NOT perform this purge during business peak hours. This process might take a while depending on how long a period you are purging and how much data are in the system. It will slow down the overall system performance while it is running. You should start this process at a slow time if you wish to do it during the day or start it after daily closing before you leave the restaurant at night and let it run overnight. If you are purging data for a few years, you might want to purge one year in order to estimate how much time is needed. It is best to run this process from the file server. Enter or select cut-off date. Click the [OK] button to proceed. 86 Housekeeping Menu

87 Archive History This menu option is for archiving your sales history. After data are archived, the archives (files) will be put aside on your file server. If needed, they can be restored back into your POS system. Archiving data keeps the sizes of you history data files down thus alleviating the CPU load when searching, printing reports and closing out the day. NOTE: This is NOT a backup procedure. You should still perform your daily data backup. Refer to Backup Database on page 83. NOTE: DO NOT perform this archive during business peak hours. This process might take a while depending on how long a period you are archiving and how much data are in the system. It will slow down the overall system performance while it is running. You should start this process at a slow time if you wish to do it during the day or start it after daily closing before you leave the restaurant at night and let it run overnight. If you are archiving data for a few years, you might want to archive one year in order to estimate how much time is needed. It is best to run this process from the file server. Select Cut Off Date. All sales history before and including this date will be archived. Press the [OK] button to begin archive or the [Cancel] button to exit. After archive is completed, you will see a message similar to what is down below. You should manually back up the archive file. Housekeeping Menu 87

88 Restore History This menu option is for restoring previously archived sales history information in case you need to access to those old information. NOTE: DO NOT perform this restore during business peak hours. This process might take a while depending on how long a period you are restoring and how much data are in the system. It will slow down the overall system performance while it is running. You should start this process at a slow time if you wish to do it during the day or start it after daily closing before you leave the restaurant at night and let it run overnight. If you are restoring data for a few years, you might want to restore one year in order to estimate how much time is needed. It is best to run this process from the file server. A list of available archives will be displayed. The archive date and archived period are shown. Choose desired archive and click the [OK] button to restore or the [Cancel] button to exit. Toggle Language Use this function to toggle Back Office language among 1, 2, and 3 88 Housekeeping Menu

89 Employee Menu This chapter describes the Back Office Employee menu options. User Group Use this option to define your user groups, which determines access levels and certain Order Entry interaction behaviors of the group members. Any information you change in a user group will affect the entire group of employees. User Group Parameter Access Level Logout Timer Can Open Bill Can Close Bill Can Print Bill Can View Total Mandatory Clock In Bartender Transfer Table On Open Description Security Access Level for this group of employees. 0 is lowest. Employees will be logged off automatically if they leave the station sitting idle on the floor plan screen for this number of minutes. Enter 0 to disable feature. Employees can open new bills Employees can close bills Employees can print receipts Display bill statistics in Bill Status screen Employees MUST clock in before using Order Entry Employees are designated bartenders Two distinct usage: 1. All Liquor and Beverage items forced modifiers are bypassed 2. Bypass floor plan and log straight in to a Cash Bar section (if such section exists). See Cash Bar in Order Entry manual. Designed for transferring tables from hostesses to servers. Hostess opens a bill on her hostess station then leads guests to Employee Menu 89

90 Delivery Driver the table. Server opens the table from a server station in the dining room picking up the bill after she affirms to a prompt that she wants the table transferred to her name. Employees are designated delivery drivers For use with Dispatch Order function in delivery sections Creating new User Group You must assign a unique User Group No. The number can be any value from 1 to Fill in the name of the User Group in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Configure parameters accordingly Click the [Save] button to save new User Group Editing a User Group Double click desired User Group from the list or enter the print queue ID. Deleting a User Groups Highlight desired User Group from the list. Click the delete button. Confirm by clicking [Yes]. NOTE: You are not allowed to delete a User Group if the group has underlying members. You must empty the group before you can delete it. Printing User Group List Click the File menu then click Print Preview. 90 Employee Menu

91 Department This option allows you to define departments for linking employee pay rates. See Defining employee pay rate on page 95. Creating new department You must assign a unique Department No. The number can be any value from 1 to Fill in the name of the department in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Click the [Save] button to save new department Editing a department Double click desired department from the list or enter the print queue ID. Deleting a department Highlight desired department from the list. Click the delete button. Confirm by clicking [Yes]. Printing Department List Click the File menu then click Print Preview. Employee Menu 91

92 Employee (0-5) / (0-9) The menu option Employee (0-5) only allows you to manage employees with access level 0 to 5. Employee (0-9) has no such restriction. The purpose of dividing employee maintenance into two separate options is that you might want to give your managers access to the (0-5) option so that they can add new servers or update their information but not able to access other mangers nor employees between level 6 to 9. No matter which option you use, the following rules always apply: 1. An employee cannot add, view or modify employees of HIGHER access level. 2. An employee cannot add, view or modify employees of the SAME access level unless the employees are at level 9 (highest). Employee Parameter Employee ID First Name Last Name Nickname User ID Password User Group ID Language Code Description Code Status Workstation Description 9 digit number First and Last name of employee. Only Nicknames are used on receipts. By default, first name will be assigned to Nickname. Nicknames are used in Order Entry and on receipts Alpha-numeric up to 9 characters 10 alpha-numeric characters Member of which User Group Language displayed on buttons and menus Language displayed on Order Entry item menu Choose between Active and Inactive. Default is Active. If an employee takes leave, you can change this status to Inactivate his/her ID. If you wish to restrict employee to a specific station, select station ID 92 Employee Menu

93 Default Section Allowed Section Max Discount Max Promo Ignore Printer from drop down menu. For example if you assign an employee to work in the takeout counter, you could restrict him/her from using Order Entry on other dining room stations. Select 00-All to remove restriction. Assign default section This determines which Floor Plan Section to log on to when employee is logging in to Order Entry. Bear in mind that employees are able to change their own default section using the Order Entry Server function menu. If you wish to block certain sections from this employee, click the [Section] button and select desired sections from the list which this employee is allowed access to. Max allowable daily discount total Max allowable daily promo total Disable certain order printers for employee Click the [>>] button and select the desired printers to ignore. Sample usage: 1. If you have one bar station which is shared among servers and the bartender. You don t want drink orders to print when the orders are taken by the bartender. You can t use the Disable Kitchen Printer feature in Workstation Code because orders rung in by other servers will be ignored too. Use this feature instead. all other parameters All other employee parameters from Title to Notes are optional and are for your record keeping purpose only. Address, telephone numbers and birthday are printed on Employee List report. Other parameters serve no other purposes. Creating new Employees You must assign a unique Employee ID. The ID can be any number from 1 to NOTE: do NOT mix up employee ID with User ID. Employee ID is equivalent to payroll ID, which stays with the employee for as long as the staff works in your company. As a matter of fact, you can use their payroll ID as employee ID if you wish. Fill in the First name of the Employee and press [ENTER] to copy text to the Nickname field Fill in Last name Fill in or change the employee Nickname. Employee nicknames are used in Order Entry and printed on receipts. User ID and password NOT Using swipe cards Assign a unique User ID (max 9 alphanumeric digits) Assign a unique password (max 10 alphanumeric digits) Using Employee swipe cards If you are using employee swipe cards, assign a new card to employee and swipe the new card. *** You MUST swipe the card HERE. the password on the card would have been loaded already. You would see ********* showing in the password box Employee Menu 93

94 User ID is what is used to log on to Order Entry and Back Office. You can change an employee s user ID and/or password as often as you wish. Although User IDs and passwords can be alpha-numeric, avoid using characters on IDs and passwords when setting up front end staff because the Order Entry logon screen only provides onscreen numeric pad. If you use characters, you will require a regular keyboard to login. Password field is always masked out. Click the? button to view password. Select User Group which employee belongs to. This determines access level of the employee and certain Order Entry interaction behaviors. E.g. Mandatory Clock In, etc. Select language and description code for Order Entry and Back Office Language Code determines language displayed on buttons and menus while description Code determines language displayed on Order Entry item menu. All other employee parameters are optional. Refer to the employee parameter table above for explanation If you have the PROFITEK CCA module, you need to assign a Personal Identification Number (PIN) to each employee who is allowed to view full credit/debit card numbers. Click the [CCA PIN] button to create a PIN. You are required to enter PIN twice. If you are changing PIN, just enter new PIN overwriting the existing ones. To remove a previously assigned PIN from the employee, blank out PIN and press [OK]. This removes the employee s privilege to view full card numbers. If you do NOT wish an employee to view full card numbers, skip this step. If you have a finger print sensor installed, click the [Fingerprint] button and follow instructions below under To register fingerprints to register employee fingerprints. If you wish to define pay rate for current employee, click the [Dept] button. Follow instructions below under Defining employee pay rate. Click the [Save] button to save new Employee Editing an Employee Enter the Employee ID or click the search button and double click desired Employee from the list. 94 Employee Menu

95 Deleting an Employee RMW Restaurant Management System Enter the Employee ID or click the search Click the delete button. Confirm by clicking [Yes]. button and double click desired Employee from the list. NOTE: Be careful when you are deleting an employee with access level 9. Make sure you have at least one other user in the system that has level 9 access and make double sure that you have that user s password. Replacing employee swipe cards If you are using employee swipe cards, you will run into situations when employees forget to bring their card to work or the card got lost or damaged. You will need to issue a new card to replace the old employee card. To replace an employee card Use one of the menu options Employee (0-5) or Employee (0-9) to edit desired employee Place your cursor on the User ID field Take a new card and swipe it This registers the new employee card and at the same time disables the old card. Defining employee pay rate This is an optional feature for use with PROFITEK Time Clock. The Workhours Report will calculate each employee s total wage earned per shift. Use one of the menu options Employee (0-5) or Employee (0-9) to edit desired employee Click the [Dept] button Employee Menu 95

96 Select department from the drop down menu Enter employee s hour wage, overtime (OT) rate or Salary (if employee is salaried) If employee works in different departments, repeat above step e.g. some employees might work as servers or bartenders on different days/shifts. If an employee is assigned to multiple departments, he/she will be required to select a department at time of clocks in. 96 Employee Menu

97 Using Fingerprint module If you have fingerprint sensors installed, use this feature to register employees fingerprint. You need to enable Fingerprint Sensor and select applicable model in Workstation Code setting before using this feature. NOTE: PROFITEK POS only supports certain models of fingerprint sensors. If you do NOT purchase sensors from PROFITEK or their dealers, contact your sales rep to enquire which models are compatible. To register fingerprints Use one of the menu options Employee (0-5) or Employee (0-9) to edit desired employee Click the [Fingerprint] button Select digit/finger to enroll Click the [Enroll] button Place finger on sensor. You will be prompted to place the same finger on the sensor three times successively. Select finger by clicking on the dot corresponding to the digit. Once your fingerprint is enrolled, a confirmation message will appear. Repeat the above steps for each digit you wish to enroll. All the enrolled fingerprints will be listed in the left box. You should enroll more than one digit per employee. In case some of the fingers/hands are injured, he/she will be able to clock in using another digit. If you wish to delete a fingerprint, select the desired finger then the [Delete] button. Press [Close] to return to the Employee screen. Employee Menu 97

98 Employee List This option allows you to print Employee List. Select desired filters/criteria. You need to select at least one user group. If you wish to include all employees, click the [Select All] button. Press [OK] to preview report. 98 Employee Menu

99 Update Retroactive Wages This option allows you to retroact (back date) pay rate changes i.e. if you have increased an employee s hourly wage and wish to apply the increase starting from an older date. Before you use this feature, you should first change the affected employees pay rates. See Defining employee pay rate on page 95. Select employees By default, all employees are checked. If you wish to select only individual employees, uncheck this box first then highlight desired employees from list. Select start date to retroact Press [OK] to start Employee Menu 99

100 Scheduling Menu RMW Restaurant Management System This chapter describes the Back Office Scheduling menu options. You can create schedules to restrict employee clock in/out. If a staff is not scheduled to work, you can block him/her from signing in or signing out if he/she stays longer than the scheduled time. Define Schedule This is where you would define your employee work schedules. Before defining the actual time frames of each schedule, you need to create individual schedules. For example, you can create a different schedule each month of the year if the monthly schedules do change. Creating a new Schedule You must assign a unique Schedule code. The code can be any number from 1 to Fill in the name of the Schedule in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Define effective start and end date of schedule NOTE: If you are creating multiple schedules, these dates CAN T overlap with any other schedules Click the [Save] button to save new Schedule If other schedules exist at this time, you will be given the option to copy schedule details from those existing schedules. Click [Yes] and select desired schedule to copy. After the copy, you can modify the new schedule based on individual employees using other Scheduling options. 100 Scheduling

101 Editing a Schedule Enter Schedule Code or double click desired Schedule from the list. Deleting a Schedule Highlight desired Schedule from the list. Click the delete button. Confirm by clicking [Yes]. Schedule by Department This option allows you to schedule employees work hours one department (servers, cashiers, etc) at a time. Select schedule from drop down menu Select Department from drop down menu Select employee by entering employee ID or click the search button then select from list Enter Shift Shift can be any number from 1 to This represents the shift number of the day. Enter the start and end time, and total break time (in number of hours in decimal value) under each day of the week. Enter time in 24-hour format. Scheduling 101

102 Alternatively, you can load schedule from a template. Click the [Load From] button and select from a preset Weekly Schedule then modify changes. See Weekly Schedule on page 105. Click [Save] to save entry Repeat above steps starting from selecting employee Employee Schedule This is an alternate way of modifying employee schedules aside from the previous method. This option allows you to modify schedules one employee at a time and it can be across different departments. Select schedule from drop down menu Select employee by entering employee ID or click the search button then select from list Enter Shift Shift can be any number from 1 to This represents the shift number of the day. Select Day of week from drop down menu Select Department from drop down menu Enter the start and end time, and total break time (in number of hours in decimal value). Enter time in 24-hour format. Click [Save] to save entry Repeat above steps starting from entering shift The [Previous] and [Next] buttons allow you to navigate through your employees (sorted by ID). 102 Scheduling

103 Modify Work Hours by Employee This menu option allows you to modify employee clock-in and clock-out times one employee at a time over a range of dates. You can also add or delete entries but you are not allowed to modify the entry dates. Select date range to modify Select employee by entering employee ID or click the search button then select from list All sign-in/out records for the selected employee within the selected date range will be displayed. To Edit an entry Double click desired entry or highlight entry then click [Edit] Make desired modifications on Time In, Time Out or Break hours (in number of hours in decimal value) Click [Save] to save entry To add a new entry 148. Click the [New] button 149. Select Department from drop down menu 150. Enter Date, Time In, Time Out and Break hours (in number of hours in decimal value) 151. Click [Save] to save entry Scheduling 103

104 To delete an entry Highlight desired entry from the list. Click the delete button. Confirm by clicking [Yes]. The [Previous] and [Next] buttons allow you to navigate to previous/next employee (sorted by ID) who has clock hours. The [Report] button allows you to preview/print a Workhours Report by Employee for the current employee and over the selected date range. Modify Work Hours by Day This is an alternate way for you to modify employee work hours. You can modify multiple employees over a range of dates. Select date range to modify All employee sign-in/out records during the selected date range will be displayed. 104 Scheduling

105 To Edit an entry Double click desired entry or highlight entry then click [Edit] Make desired modifications on Time In, Time Out or Break hours (in number of hours in decimal value) Click [Save] to save entry To add a new entry 152. Click the [New] button 153. Select employee by entering employee ID or click the search button then select from list 154. Enter Date or select from pop up calendar 155. Select Department from drop down menu 156. Enter Time In, Time Out and Break hours (in number of hours in decimal value) 157. Click [Save] to save entry To delete an entry Highlight desired entry from the list. Click the delete button. Confirm by clicking [Yes]. Weekly Schedule Using this option, you can create weekly schedule templates and apply them when you use the Schedule by Department option to create departmental schedules. Creating new Weekly Schedule You must assign a unique Schedule ID. The ID can be any number from 1 to 9999 Fill in the name of the Schedule in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Scheduling 105

106 Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Fill in start and end time (using 24-hour format) and # of break hours (in decimals) if any for each day of the week which has schedule Click the [Save] button to save new department Editing an Weekly Schedule Double click desired schedule from list or highlight desired schedule then click [Edit] Deleting an Weekly Schedule Highlight desired schedule from list. Click the delete button. Confirm by clicking [Yes]. Schedule Report This option prints employee schedules in the Schedule Report. Make desired selection and click [OK] to preview report. You must enter a shift range. Shifts are numbers from 1 to If With Department Break Down is checked, no preview is available. Report will be sent directly to printer. Departments are separated by page breaks. 106 Scheduling

107 Sample Schedule Report Scheduling 107

108 Punctuality Report This report compares employees actual clock in/out against defined schedule time. Make desired selection and click [OK] to preview report. Sample Punctuality Report: 108 Scheduling

109 Modified Work Hours Report PROFITEK remembers each employee s actual clock in/out hours even if they are modified by a management staff. This report allows you to compare the original against the modified values. Make desired selection and click [OK] to preview report. Scheduling 109

110 Export Work Hours This option allows you to export employee work hours to one of the following three formats. CSV file: Exported file is in Comma-Separated Values (CSV) format. You MUST specify destination file name with full path and a CSV extension in the File Path box. PROFITEK (DOS): Export file is in DBF database format for importing into PROFITEK Payroll DOS version. You MUST specify destination path in the File Path box. PROFITEK (Windows): Export information to PROFITEK Payroll Windows version. Select date range Select file format Press the [OK] button to export data. NOTE: This feature exports employee wages; NOT the number of work hours. Export won t work if employee wages are not defined. 110 Scheduling

111 Customer Menu Other than the Customer Type feature designed for customer type tracking in Order Entry, these Back Office Customer menu options are mainly for maintaining and printing delivery customer information. Customer Type As mentioned above, this feature allows you to track the types of customers who visit your business if you opt to turn it on. This is where you would define the various types of customers. Then in the section parameters in Order Entry, you need to configure whether to prompt for a type when a bill is opened or a receipt is printed. Using the Customer Type Statistics, Sales Summary by Customer Type, or Item Sales by Customer Type reports, you can analyze the visit frequency and expenditure of each type. Creating new Customer Type You must assign a unique Customer Type Code. The code is alpha-numeric up to 2 characters in length Fill in the name of the Customer Type in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Click the [Save] button to save new Customer Type Editing a Customer Type Double click desired Customer Type from the list or enter the Customer Type Code. Customer Menu 111

112 Deleting a Customer Type Highlight desired Customer Type from the list. Click the delete button. Confirm by clicking [Yes]. Then in Order Entry in the sections where you wish to track Customer Type statistics, select a prompt type. For reporting, see Customer Type Statistic Report on page 158. Printing Customer Type List Click the File menu then click Print Preview. 112 Customer Menu

113 Maintain Delivery Customer This menu option allows you to maintain your delivery customer information. You can add new customers, edit customer information, or delete duplicate customers. You can bring up a customer by entering a phone number of by using the by first or last name. search button to search If the phone number or name you entered is used by multiple customers, you will be prompted to select a customer from the list. Refer to the Delivery Orders chapter in the Order Entry menu for description of the information on this screen. If the phone number you entered is not found, you will be able to fill in the rest of the information and save it as a new customer. To delete a customer, bring up desired customer using one of the search methods described above. Click the delete button. Customer Menu 113

114 Modify Customer By Batch This menu option allows you to modify delivery customer information in a spreadsheet style format. If you do not wish to filter by account open date, press ENTER twice. Depends on how many customers you have accumulated in your system, this might take a while to load all information. Alternatively you can select a date range to filter. You can enable one or both date filters. To enable a filter, check the corresponding box then select a date from pop up calendar or type in a date manually. Once customer information is display, proceed to make desired changes. Use the tab and arrow keys on your keyboard to navigate across rows and columns. To apply changes, click the [Save] button. 114 Customer Menu

115 Print Customer List Make desired selection and click [OK] to preview report. Ignore Order Date With Order Without Order Order date filter is ignored. Only include customers who had placed orders inside specified date range. Only include customers who had NOT placed orders inside specified date range. Sample Customer List Customer Menu 115

116 Print Customer Spending Report This report allows you to analyze your customer expenditures. Make desired selection and click [OK] to preview report. Delivery Frequent Diner All include Delivery customers only include Frequent Diner customers only include all customers Sample Report Customer Credit List 116 Customer Menu

117 This report prints out customer credit balances. Make desired selection and click [OK] to preview report. Sample Report Customer Menu 117

118 Inventory Menu RMW Restaurant Management System This chapter describes the Back Office Inventory menu for the built-in basic inventory tracking feature. It offers basic inventory management on items that are sold and tracked in single complete units e.g. cans of pops, bottles of wines, etc. Receive/Adjust Inventory Use this menu option to receive or adjust your inventory levels. Enter Item# Select size if item has sizes Enter quantity Enter extended cost Note: If you are using this inventory feature for the first time, before proceeding, you need to first define your vendors. Refer to Enter/Modify Vendor on page 120. You also need to enable Track Inventory for items that you are receiving/adjusting. Refer to the Items Manual. Receiving Inventory Enter Vendor # or click the search button and select vendor from list Enter invoice number (up to 12 alpha-numeric characters) Note: You are not allowed to use an invoice # which you have received already under the specified Vendor Enter date or select date from pop up calendar Select Receive Inventory If the Update Item Cost box is checked, this latest item cost will be updated to the item menu Enter item# or click the search button to find item from menu Select item size if current item has different sizes Enter receiving quantity Enter EXTENDED cost of the item NOTE: DO NOT enter unit cost. By extended cost, it is expecting a total cost of the item. Press ENTER or click [Add] to save entry 118 Customer Menu

119 Repeat above steps until all items are received To delete an entry Highlight desired entry and click [Delete] To edit an entry Select desired entry and click [Edit] or double click entry. Apply changes and click [Update] to save. Enter total GST/PST amounts Click [Save] to post inventory Adjusting Inventory Skip Vendor # and Invoice # If you are returning inventory to your supplier, use the same vendor code as when you were receiving and enter credit note number as invoice #. Enter date or select date from pop up calendar Select Adjust Inventory Enter item# or click the search button to find item from menu Select item size if current item has different sizes Enter adjustment quantity Enter negative value if you are decreasing stock. Enter EXTENDED cost of the item NOTE: DO NOT enter unit cost. By extended cost, it is expecting a total cost of the item. Press ENTER or click [Add] to save entry Repeat above steps until all items are entered Click [Save] to post adjustment Customer Menu 119

120 Enter Inventory Count Use this option to enter your physical counts. You can use filters to display a group of items at a time. You can filter by item#. Enter the item# range in the FROM and TO fields. Leave the Subcategory field empty and press ENTER You can also filter by subcategory. Leave the FROM and TO fields empty, enter subcategory ID or click the search button and select subcategory from list. Begin entering inventory counts. Enter counted quantity under the Count column. When finished, click the [Save] button. Enter/Modify Vendor Use this option to maintain your vendors. Creating new Vendors You must assign a unique Vendor code (Vendor #). The code is alpha-numeric and can be up to 6-character length Fill in vendor name The rest of the vendor information are optional Click the [Save] button to save information Editing a Vendor Enter vendor # or click the search button and select vendor from list. Apply changes and click [Save] when completed. Deleting a Vendor Enter vendor # or click the search button and select vendor from list. Click the delete button. Confirm by clicking [Yes]. 120 Customer Menu

121 Inventory Report Print this report to determine your current stock position including quantities and values. Make desired selection and click [OK] to preview report. If you wish to select only certain subcategories, uncheck the All Subcategories box first. Customer Menu 121

122 Inventory Audit Report This report provides an audit trail of your inventory receipts, adjustments and physical counts. Make desired selection and click [OK] to preview report. Two report formats are available: Detail report provides more detailed audit trail. 122 Customer Menu

123 Inventory Tracking Report Make desired selection and click [OK] to preview report. Customer Menu 123

124 Report Menu Sales Summary Report Most customers use this report to find out tax amounts to remit. Print by Individual Shift/Server/Section/Revenue Center Data will be grouped by Shift/Server/Section/Revenue Center and each group will be separated by a page break. No preview is available when any one of these options is selected. Sales Pie Chart This prints pie chart reports. Suppress Subcategory Breakdown Enable to hide Subcategory totals on report. Print Zero Sales/Discount/Tender List all subcategories, discount types and tenders even if their values are zero. Print to Receipt Printer Send report to receipt printer and print in 3 1/8 format. 124 Report Menu

125 NOTE: The tax amounts shown on this report is a sum of each tax from all individual bills. As a result, very often it will not match the amount you get by multiplying the Total Sales amount with the tax percentage due to reasons of rounding, and certain bills might have taxes exempted. Report Menu 125

126 Item Sales Report This report provides sales data per item. Price Type: Select among Price 1-10, Special Price, or Open Price. Make desired selection and click [OK] to preview report. 126 Report Menu

127 Future Order Report By Item This report provides information on Future Order Item sales. Report Menu 127

128 Margin Report This report provides margin information by Item, Subcategory, or Category. 128 Report Menu

129 Sales Report by Section Sales statistics grouped by Floor Plan Sections. Report Menu 129

130 Sales Report by Revenue Center Sales statistics grouped by revenue center. 130 Report Menu

131 Sales Report by Employee Sales statistics grouped by employee. Subcategory/Category Breakdown Format Report Menu 131

132 Summary Format RMW Restaurant Management System Item Breakdown Format 132 Report Menu

133 Hourly/Daily Sales Report When you select Show Sales by Hour, you get Hourly Sales Report. Selecting Show Sales by Day will get you Daily Sales Report. Hourly Sales Report by Category Report Menu 133

134 Daily Sales Report by Category Daily Sales Report by Total 134 Report Menu

135 Hourly Sales Report by Total Report Menu 135

136 Cashier/Server Close Report This report contains information pertaining to selected cashier and server closes. Select date range then press [OK] 136 Report Menu

137 Daily Tender/Discount/Expense Report Menu 137

138 Category Sales Report by Day Category Sales by Day Group by Sever 138 Report Menu

139 Category Sales by Day Group by Section Report Menu 139

140 Sales Report by Day Bar Chart report is also available. 140 Report Menu

141 Tender Report by Day Report Menu 141

142 Discount Report by Day 142 Report Menu

143 Expense Report by Day Report Menu 143

144 Bill Audit List Bill Audit List is the most detailed report in the entire Restaurant Management System. It gives you order details of each item in each individual bill. Bill Filter allows you to pick a smaller collection of bills to be included in the report. Most management staff would be more interested in looking at bills that were voided, promoted, or discounted, etc than looking at the entire days transactions. 144 Report Menu

145 Report Menu 145

146 Adjustment List This report prints information on item price adjustments, such as voids, promotions, negative quantities, etc. 146 Report Menu

147 Tax Exemption Report This report prints bills that were tax exempted. Report Menu 147

148 Sales Audit Report 148 Report Menu

149 Transfer Audit Report This report shows bill or item transfers. Table Transfer Item Transfer Report Menu 149

150 Function Access Log This is basically a report that tracks who accessed which function. Include Failed Access If enabled, even failed access attempts will be included in the log. They are denoted by a * 150 Report Menu

151 Price Change Log This logs Back Office item price changes. Report Menu 151

152 Open Drawer Log This logs who and when opened which drawer. 152 Report Menu

153 Tender Report Report Menu 153

154 Discount Report Txn Breakdown 154 Report Menu

155 Item Breakdown RMW Restaurant Management System Report Menu 155

156 Expense Report Sample Report 156 Report Menu

157 Shift Statistic Report by Day Shift Based on Shift Closing: generate report based on Shift Closing. Time Bill Opened: generate report based on bill opened time according to the shift. Time Bill Closed: generate report based on bill closed time according to the shift. Statistic By Day: generate shift statistic report by selected date range. Employee: generate shift statistic report by employee between selected date range. Report Menu 157

158 Customer Type Statistic Report VIP 158 Report Menu

159 Tender Statistic Report Server Contest Report Report Menu 159

160 160 Report Menu

161 Guest Statistic Report Guest Statistics Group by Customer Type Breakdown by Day Group By: Customer Type or Revenue Center This determines the column heading and information Breakdown By Day or Server This determines row information Report Menu 161

162 Sales Summary by Customer Type Report 162 Report Menu

163 Item Sales by Customer Type Report Report Menu 163

164 Gross Profit Report 164 Report Menu

165 Comparison Report Report Menu 165

166 Discount Sales Report 166 Report Menu

167 AR Sales Report Report Menu 167

168 CCA Report CCA detailed transaction report. 168 Report Menu

169 Air Miles Report This report generates information on Air Miles bonuses issued. Information will be exported to a file which allows you to submit to Air Miles. Select date range and define destination file path. Check Generate File and click [OK] to process report. Report Menu 169

170 Modifier Report This report prints out modifiers sales (for priced modifiers). Include Non Price Modifier If checked, all modifiers are included including free modifiers. Show Items If checked, report also includes items which modifiers are attached to. 170 Report Menu

171 Deposit Report Deposit listing. Include Redeemed Deposit Normally report only lists outstanding deposits. If this box is checked, report also includes deposits which are redeemed. Report Menu 171

172 Gratuity Report Report on server gratuities. Calculate Gratuity From Allocable Receipt Only: generate report by allocable receipts only All Receipts: generate report based on all receipts Manual Declaration: generate report based on manually declared amount only Tips To Report Enter the tip rate in percentage, the report will calculate the tip according to gross sales. 172 Report Menu

173 Gratuity Declaration Report This report provides tips declared by employees. Report Menu 173

174 Driver Report Driver order delivery statistics. Txn Total = Transaction (Bill) Total D.Charge = Delivery Charge D.C. = Driver Compensation 174 Report Menu

175 Reservation List Report Menu 175

176 Workhours Report Report Format: Page break on Employee If checked, each employee is printed on a separate page. Employee Summary Report format in which employees work hours are summarized. Department Report Report format with department breakdowns. Show Actual Time In/Out Enable this option to print the employees actual clock in/out time. 176 Report Menu

177 Labor Cost Report Hourly labor cost vs sales. Report Menu 177

178 Inventory Report 178 Report Menu

179 Inventory Audit Report Report Menu 179

180 Inventory Tracking Report Note: the Sold and Act. Ending (Actual Ending) quantities are accurate up to the last daily closing. Act. Ending represents quantities entered from physical counts. See Enter Inventory Count on page Report Menu

181 Employee Schedule Report Report Menu 181

182 Item List 182 Report Menu

183 Modifier Group List Report Menu 183

184 Table Menu This chapter describes the Back Office Table menu. Use the File menu s Print Preview option if you wish to print a listing. For example, if you wish to print your Table Instructions list, open up Table Instructions then click File -> Print Preview. Table Instruction This option allows you to define table instructions. You can use them to send special instructions to the order printers regarding a table. Creating new Table Instructions Fill in the name of the Table Instruction in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Fill in Description 3 if Language 3 is enabled. Select Print queue When you send table instructions with new orders on a table, the instructions will print to order printers following the items. This setting is only used if you are sending instructions without attaching to new orders. In this case, the instructions will only print to the designated print queues. Likewise for order monitors below. Fill in Order monitor numbers if you are using order monitors Click the [Save] button to save new information Editing a Table Instruction Double click desired Table Instruction from the list. Apply changes and click [Save] when completed. 184 Table Menu

185 Deleting a Table Instruction Highlight desired Table Instruction from the list. Click the delete button. Confirm by clicking [Yes]. Tip Pool It is common practice in restaurants for servers to share a portion of their tips to bus boys or kitchen staff. This Tip Pool feature is used for calculating shared tips and have them printed on server/cashier close reports. NOTE: The Tip Pool amounts are for reference ONLY. They do NOT affect the net cash totals which the employees are supposed to submit to the company. Creating new Tip Pools You must assign a unique Tip ID. The ID can be any number from 1 to 99 Fill in the name of the Tip Pool in Description 1 and press [ENTER] Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Enter rate in percentage Select which sales amounts tip share calculations are based on Total Sales: Sales amount before taxes and discounts Net Sales: Sales amount after discounts and before taxes Category: Total sales amount of the selected categories. Select categories you wish to include in calculation Accounted For: Accounted For amount (Sales amount after taxes and discounts) Click the [SAVE] button to save new information Editing Tip Pools Double click on desired Tip Pool or highlight desired Tip Pool and click the [EDIT] button Table Menu 185

186 After applying changes, click the [SAVE] button Deleting Tip Pools Highlight desired Tip Pool and click the delete button Click [YES] to confirm Reason Code During a void or promo, you must select a reason. This option allows you to customize the list of available Reasons. Creating new Reason Codes Fill in the name of the Reason in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Editing a Reason Code Double click desired Reason from the list. Apply changes and click [Save] when completed. Deleting a Reason Code Highlight desired Reason from the list. Click the delete button. Confirm by clicking [Yes]. 186 Table Menu

187 Daily Message Daily Message is displayed on the Order Entry Logon screen. Refer to Understanding the Log In Screen in the Order Entry manual. It could be used for displaying daily menu specials or other important daily messages. This option allows you to maintain these messages. You can create multiple messages, each with a different date range. See sample screen above. Creating new messages Enter date range If you have multiple messages, make sure the date ranges do NOT overlap each other. If dates overlap, the message that was created first will be shown. Enter desired message There are no restrictions on the message length and width you can type. However, the message display area is approximately 39 characters wide and 11 rows down. Texts are automatically centered. Click [Save] to save information Editing messages Double click desired message from the list. Apply changes and click [Save] when completed. Deleting messages Highlight desired message from the list. Click the delete button. Confirm by clicking [Yes]. Table Menu 187

188 Holiday Holiday settings are used in conjunction with events. You can program events to be effective on holidays. Certain holidays land on different dates from year to year. Holidays on different countries/provinces also vary. If you do use events on holidays, you need to make sure these holiday settings are updated. Creating holidays Navigate calendar to desired month Click on the DAY you wish to set as a holiday The selected date will be added to the list in the left window. Deleting holidays Highlight desired date from the left window. Click the delete button. Confirm by clicking [Yes]. 188 Table Menu

189 Event This option allows you to define your events, which can then be tied in to Event Pricing, Event Discount, Special Item by Event, Meal Deal by Event, and/or menu changes. Creating new Events You must assign a unique Event Code. The code is alpha-numeric up to 2 characters in length Fill in the name of the Event in Description 1 and press [ENTER] Maximum 20 alpha-numeric characters. Fill in Description 2 if Language 2 is enabled. If you had press [ENTER] from Description 1, its name would have been copied over to Description 2 Enter date range Check each day of the week and/or holiday which event will apply Enter time range (in 24-hr time format) for each of the applicable days Click the [Save] button to save new information Editing Events Double click desired Event from the list or enter the Event Code. Apply changes and click [Save] when done. Deleting Events Highlight desired Event from the list. Click the delete button. Confirm by clicking [Yes]. Table Menu 189

190 Province This option allows you to define provinces (or states) being used on delivery customer addresses. Creating Provinces Fill in the name of the Province. Press [ENTER] twice or Click the [Save] button to save new information Maximum 20 alpha-numeric characters. Deleting Provinces Highlight desired Province from the list. Click the delete button. Confirm by clicking [Yes]. City This option allows you to define cities being used on delivery customer addresses. NOTE: You must first define all cities which are covered in your delivery area. Follow same instructions above in Province for adding and deleting cities. 190 Table Menu

191 Map Code Map Codes can be used in conjunction with delivery charges. There are various ways you can set up delivery charges in the POS. 1. You can set up a default flat charge and override it in each order if necessary. Refer to Housekeeping - > Parameters -> Delivery Parameter. This will be the easiest way to operate and requires the least amount of setup. However, this requires human intervention, it is prone to errors. 2. If you have multiple delivery charge rates based on distance, you can set up map codes with each code charging a different rate. Then based on the delivery address a) Manually decide which map code to assign to each customer at the time the orders are taken. Again, this requires human intervention but at least this limits the possibility of errors to the total number of available map code choices. b) Let Order Entry search for a map code For this to work, you need to define detailed street names and numbers of all city blocks in each map code This menu option allows you to maintain your Map Codes. Creating new Map Codes You must assign a unique Map Code. The code is alpha-numeric up to 10 characters in length Enter a Zone name (optional). Names are alpha-numeric up to 10 characters in length It is the actual Map Code which the delivery charge is attached to. This Zone name is only a naming convention for your reference. For example, you can name it to represent a district/region in a city. Enter Delivery Charge amount If you wish to waive delivery charge on orders > certain amount (before taxes), enter desired amount in the Min Amt to Waive Charge field. If you hire third party delivery service and you have to compensate (pay) a flat fee to the driver for each order delivered, enter the compensation amount Table Menu 191

192 Waive Driver s Compensation if Delivery Charge is Waived This feature is used in combination with the Min Amt to Waive Charge parameter. If a delivery charge is waived because the order meets the minimum amount requirement, driver compensation will be waived as well if you enable this parameter. Click the [Save] button to save new information Editing Map Codes Double click desired Map Code from the list or enter the Map Code. Apply changes and click [Save] when done. Deleting Map Codes Highlight desired Map Code from the list. Click the delete button. Confirm by clicking [Yes]. Map Code Details If you wish to use the fully automatic method to determine delivery charge as mentioned in the beginning of this topic, follow these instructions to define city blocks covered by each Map Code. Note: The initial setup process could be very intensive. To setup details of each map code, highlight desired Map Code and click [Details ]. Creating new Map detail Enter city name or select city from drop down menu Enter name of Street or select from drop down menu Enter Street Type NOTE: for Order Entry to be able to properly identify a street address, the street name and type MUST be properly filled in. You must separate street name from street type. Street types are Road, Street, Avenue, Boulevard,,etc. 192 Table Menu

193 You might choose to implement a specific naming convention for street types i.e. Using RD, ST, AVE, BLVD, etc instead of filling out the full description. However, you should train your staff taking delivery orders to stick to the same standard street type coding. Enter Start and End Block number i.e. street number You can divide a long street into different zones based on the street number. For example, Yonge Street in Toronto, Canada is 1,896 kilometers long and most likely overlaps a few of one s delivery zones if not exceeding them. Click the [Save] button to save new information Editing Map detail Double click desired entry from the list or highlight entry then click [Edit]. Apply changes and click [Save] when done. Deleting Map detail Highlight desired entry from the list. Click the [Delete] button. Confirm by clicking [Yes]. Table Menu 193

194 File Menu Print Setup This function allows you to select a specific printer to print reports to from Back Office. If you do not specify a printer using this feature, Back Office will always send reports to your Windows default printer. Click this menu option, drop down the printer list and select desired printer. Press the [OK] button. Exit Click this option to exit Back Office. You need to make sure you do NOT have any screens opened before you can exit Back Office. You can also click the button to exit on the Back Office tool bar. File Menu 194

195 INDEX # # of Items per Chit A Access Level Accounts Receivable integration Adjusting Inventory Adjustment List Air Miles Report Allowed Section AR Sales Report Archive History Asia Miles Auto Backup Time B Backup Database Backup Printer... 76, 80 Backup Set Bartender Base on Priority Bill Audit List Bill# Barcode Blank Line between Items C Caller ID port Can Close Bill... 70, 91 Can Open Bill Can Print Bill Can View Total Cashier System Cashier/Server Close Report Category Sales Report by Day CCA CCA PIN CCA Report CCA Workstation chart of accounts City Closing Parameter Color Scheme Company Information Comparison Report Complete Pre-Authorized Transaction by Batch Confirm Tips on Complete CCA Copy To button Customer Credit List Customer Type Customer Type Statistic Report D Daily Message Daily Tender/Discount/Expense Debit Fee default printer Default Section Define Schedule Delivery Driver Delivery Parameter Denominations Department Deposit Report Description Code Device Disable Time Clock Discount Report Discount Report by Day Discount Sales Report Discount Type Driver Report E Employee (0-5) Employee (0-9) Employee ID Employee List employee pay rate Employee Schedule Employee Schedule Report employee swipe card Enable Event Price Enter Inventory Count Enter/Modify Vendor Event Exchange Rate Exit button At Bottom Expediter Expense Report Expense Report by Day Expense Type Export Transaction Summary Export Work Hours F Fingerprint Fingerprint Sensor File 195

196 Frequent Diner (FD) Interface Function Access Log Future Order Report By Item G Gift Card Setting GL Chart of Account GL Setting Gratuity Declaration Report Gratuity Report Gross Profit Report Group by Service Guest Statistic Report H Holiday Hotel Front Desk Setting Hourly/Daily Sales Report I Ignore Printer Include in Smart Item Printing Inventory Audit Report , 181 Inventory Control Inventory Report , 180 Inventory Tracking Report , 182 Item List Item Sales by Customer Type Report Item Sales Report K Kitchen Bell Kitchen Order Parameter... 17, 76 L Labor Cost Report Language Language Code Lock to Section Log Off On Exiting Bill Login Screen Scheme Logout Timer M Maintain Delivery Customer Mandatory Clock In Map Code Map Code Details MAP Print queue Map Server Margin Report Mask Credit Card Number on Merchant Copy Max Discount Max Promo Max Qty per Chit Modified Work Hours Report Modifier Group List Modifier Report Modify Customer By Batch Modify Work Hours by Day Modify Work Hours by Employee N Nickname O Open Drawer Log Order Card Read Order Entry Interface Setting Order Parameter Order Parameter P Parameters... 8 password employee Pickup Display Price Change Log Print Address for Delivery Order Print Bill# Barcode Print Card Holder Name On Slip Print Combo with Component Print Component as Item Print Customer List Print Customer Spending Report Print GL Account Setup Print Guest Number Print Mode Print Pre-Auth Completion Slip Print Queue Print Section Name in Red Print Server Print Server Name On Slip Printer Type Province Punctuality Report Purge History Purge Log Purge Work Hours Q Quick Cash R Reason Code Receipt Parameter INDEX

197 Receive/Adjust Inventory Receiving Inventory Replacing employee swipe cards Report Parameter Reservation List Restore History Revenue Centre... 69, 72 Rounding Rule Tax S Sales Audit Report Sales Report by Day Sales Report by Employee Sales Report by Revenue Center Sales Report by Section Sales Summary by Customer Type Report Sales Summary Report Schedule Schedule by Department Schedule Report Security Setting Server Contest Report Server System Shift Shift Statistic Report by Day Show Bill Total Show Discount Show Price Show Total Qty Skip Lines after Printing Skip Lines before Printing Smart Item Printing Sum Combo Sum Component Sum Item Sum Item with Modifiers System Parameter T Table Instruction Tax Definition Tax Exemption Report Tender Report Tender Report by Day Tender Statistic Report Tender Type Test Printer Time Clock Parameter Tip Deduction Rate Tip Pool Toggle Language Transfer Audit Report Transfer Table On Open U Update Retroactive Wages User Group User ID W Weekly Schedule Workhours Report Workstation Code INDEX 197